Event Coordinator

Charter Research; The Villages (FL); On-site; USD 40,000 - 56,000; Full time

Job summary

Charter Research in Florida is seeking an Event Coordinator to plan, organize, and speak at community events that generate leads for the Recruitment Team and enhance the company image. The role grows the events portfolio in number, size, and impact.

The successful candidate will lead event planning, training staff, and representing Charter Research professionally at diverse events across the region, with a focus on participant experience and effective follow-up with the recruitment team.

Qualifications

• 1 year of relevant experience in event planning or related field.
• Strong communication and presentation skills.
• Ability to work independently and as part of a team.
• Excellent organizational and multitasking abilities.

Responsibilities

• Plan, execute, and speak at a wide variety of community and educational events.
• Coordinate with Marketing and Recruitment to schedule events and staff them.
• Track event metrics (RSVPs, attendance, costs, leads) and report results.
• Represent Charter Research professionally at all events and inquiries.

Skills

Public speaking

Communication skills

Event planning

Organizational skills

Teamwork

MS Office

Education

1 year experience in event planning/marketing/hospitality

Job description

Charter Research is a highly experienced and quickly growing clinical research company, based in Florida and Illinois, that is looking to add to our team to help us fulfill our mission of discovering future medicines. Our company is privately owned and prides itself on providing exceptional patient experience to our participants, as well as offering agile recruitment strategies to our sponsors. Above all, we are a team, and we are seeking the right team member to add to our foundation in The Villages, Florida.

POSITION OVERVIEW

The Event Coordinator is responsible for planning, executing, and speaking at a wide variety of marketing events with the goals of: 1.) generating a high volume of qualified leads for the site’s Recruitment Team, and 2.) cultivating a positive community image for Charter Research. The Event Coordinator has further responsibility for growing the company’s events in number, frequency, and size.

RESPONSIBILITIES

• Study the clinical trial protocols to determine the target audience of each study and design marketing events to reach these potential study participants.
• Plan, execute, and speak at a wide variety of educational and/or entertaining community events.
• Ensure all events are appropriately staffed and smoothly operated and that Charter Research is always represented professionally.
• Coordinate closely with Marketing and Recruitment Team Members regarding event scheduling, staffing, and logistics to ensure success of events.
• Track results of all events – including but not limited to RSVPs (#), actual attendance (#), no-show rate (%), information cards collected (#), information card collection rate (%), prescreens scheduled (#), percent of leads scheduled for prescreen (%), total event cost ($), and cost per scheduled prescreen ($).
• Report event results to Event Manager and Director and adjust tactics as necessary to optimize results.
• Thoroughly understand the business of Charter Research, the currently enrolling studies, and study participants’ frequently asked questions, and be willing and prepared to speak knowledgably before individuals, small groups, and large audiences.
• Develop and implement plans to grow the number of events, frequency of events, and attendance at events.
• Support the Recruitment Team in making recruitment calls as part of follow-up after large events.
• Support a wide variety of other marketing and recruitment projects and tasks, as requested by the Marketing and/or Recruitment designees.
• Maintain a “One Team” approach to trial success. To maintain healthy patient flow and ensure the success of all trials, team members may be temporarily reassigned to patient engagement or clinic responsibilities, as appropriate. This flexibility is essential to meeting our contractual obligations and ensuring a seamless experience for all trial participants.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong sense of self-confidence, with excellent public speaking and presentation skills.
• Strong ability to communicate clearly and effectively, both verbally and in writing.
• Ability to work independently and as a part of a team.
• Demonstrated ability to work in a fast-paced environment.
• Excellent organizational skills, ability to prioritize, and multi-task.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

QUALIFICATIONS

Education & Experience

• Typically, 1 year of relevant experience in event planning, marketing, customer service, or hospitality (or another related field).

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.
• Prolonged periods of standing, bending, and reaching.
• Must be physically able to move boxes, load and unload event supplies in vehicles, set up portable tents, and lift up to 30 pounds at times.

Charter Research provides equal employment opportunity (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability status, genetic information, marital status, ancestry, protected veteran status, or any other characteristic protected by applicable federal, state, and local laws.