Coordinator - Program/Event (West Coast)

Veeva Systems; Boise (ID); On-site; USD 30,307 - 38,572; Full time

Benefits offered by this job

Medical, dental, vision

Flexible PTO

Retirement programs

1% charitable giving program

Job summary

Veeva Systems is seeking an events coordinator to manage promotional educational programs within our proprietary system, oversee budgets, and coordinate venue, menu, and AV details.

You will collaborate with sales and faculty, review contracts for compliance, ensure materials are complete, and maintain high-volume email and phone communication, including after-hours coverage on a rotating basis.

Qualifications

• High School diploma or equivalent; College Degree Preferred.
• 1+ years experience in field or related area (Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service).
• Pharmaceutical Speaker Bureau experience is a plus.
• Pharmaceutical Event Planning experience is a plus.
• Strong analytical and problem-solving skills.
• Professional and clear oral and written communication and etiquette skills to successfully manage high phone and email volume.
• Demonstrate ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating customer /company priorities.
• Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s), and Gmail preferred.

Responsibilities

• Database management – manage promotional educational programs within the proprietary system.
• Budget management – assisting customer representatives with their program planning budget to ensure they meet customer business rules and guidelines.
• Selection or confirmation of venue, menu, audiovisual, and air/ground transportation arrangements.
• Coordinate payment with venues/caterers and any other vendors.
• Frequent daily communication with sales representatives and faculty as needed.
• Review all venue contracts for accuracy/ensure customer compliance requirements are met.
• Ensuring all event materials are complete and accurate.
• Work closely with other team members to ensure successful execution of events.
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property).
• Effectively manage a high volume of events while also responding to emails and phone calls.
• Manage and monitor a high volume of emails daily.
• Cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator).

Skills

Communication

Analytical skills

Multitasking

Gmail

MS Office

Education

High school diploma

College degree preferred

Tools

Gmail

Pivot tables

Job description

What You’ll Do

• Database management – manage promotional educational programs within the proprietary system
• Budget management – assisting customer representatives with their program planning budget to ensure they meet customer business rules and guidelines
• Selection or confirmation of venue, menu, audiovisual, and air/ground transportation arrangements
• Coordinate payment with venues/caterers and any other vendors
• Frequent daily communication with sales representatives and faculty as needed
• Review all venue contracts for accuracy/ensure customer compliance requirements are met
• Ensuring all event materials are complete and accurate
• Work closely with other team members to ensure successful execution of events
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
• Effectively manage a high volume of events while also responding to emails and phone calls
• Manage and monitor a high volume of emails daily.
• Cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator)

Requirements

• High School diploma or equivalent; College Degree Preferred
• 1+ years experience in field or related area (Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service)
• Pharmaceutical Speaker Bureau experience is a plus
• Pharmaceutical Event Planning experience is a plus
• Strong analytical and problem-solving skills
• Professional and clear oral and written communication and etiquette skills to successfully manage high phone and email volume
• Demonstrate ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating customer /company priorities
• Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s), and Gmail preferred
• Located in PST or MST, or willing to work in those timezones.

Nice to Have

• Exceptional attention to detail
• Ability to work and thrive in a team atmosphere
• Positive attitude and maintain a 'Whatever it Takes' attitude
• Ability to take on additional ad hoc tasks as needed to support the team
• Ability to maintain productivity while performing repetitive planning tasks every day

Perks & Benefits

• Medical, dental, vision, and basic life insurance
• Flexible PTO and company paid holidays
• Retirement programs
• 1% charitable giving program

Compensation

• Base pay: $22 - $28 per hour
• The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions. This position may also be eligible for other types of compensation in addition to base salary, such as variable bonus and/or stock bonus.

Veeva is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristics protected by local laws, regulations, or ordinances. If you need assistance or accommodation due to a disability or special need when applying for a role or in our recruitment process, please contact us at [e-mail].