Event Coordinator - Displays & Exhibits - Corporate Events - Entry Level

Northpointe Staffing Professionals; Lyndhurst (NJ); On-site; USD 42,000 - 62,000; Full time

Job summary

Northpointe Staffing Professionals seeks a Display and Exhibits Coordinator to manage the full lifecycle of Congresses and Exhibits. You will review requests, secure approvals, coordinate registration, and handle customer contracts and payments.

You will also oversee marketing materials, budget adherence, and program reconciliation while communicating with stakeholders and generating daily performance reports.

Qualifications

• Background in event planning is preferred, but not required.
• Bachelor-level degree or equivalent experience is required.
• 3+ years' experience in pharmaceutical/biotech or third‑party agency is a plus.

Responsibilities

• Coordinate lifecycle of Congresses and Exhibits from start to finish.
• Review requests for accuracy and secure approvals.
• Manage registration and customer-specific agreements.
• Process payments and reconcile programs.
• Oversee marketing materials management and budgeting within guidelines.
• Communicate daily with customer team and stakeholders.
• Run daily metric reports to ensure tasks are on schedule.
• Maintain knowledge of regulations (e.g., OIG, PhRMA Code) and confidentiality policies.

Skills

Customer Service

Interpersonal skills

Organizational skills

Attention to detail

Team collaboration

Problem solving

Reading contracts

Communication (verbal/written)

Time management

Office software proficiency

Ability to multitask

Regulatory awareness (health sciences)

Education

BS or BA degree or equivalent experience

3+ years in pharma/biotech or third‑party agency

Tools

Gmail

Microsoft Office

Job description

The Display and Exhibits Coordinator will coordinate the full logistics of all congresses and exhibits programs which include but not limited to, reviewing requests for accuracy, securing approvals, managing registration, executing customer-specific agreements, payment processing, marketing materials management, and program reconciliation.

• Database management - manage promotional educational programs within the firm's proprietary events management platform
• Budget management - assisting customer representatives within their program planning budget to ensure they meet client business rules and guidelines
• Coordinate all life cycles of Congresses and Exhibits from start to finish
• Communicate daily with customer team and appropriate stakeholders
• Run daily metric reports to ensure all tasks within the C&E are executed within a timely fashion
• Coordinate with account stakeholders (via telephone and email) regarding their event status as well as required follow-ups for any missing information. Able to read, interpret, and execute legal contracts on behalf of stakeholders.
• Ensure payments are processed in an efficient and timely manner
• Adhere to performance metrics, standard operation processes and procedures, as well as compliance guidelines for the related customer
• Maintain current knowledge of appropriate regulations, e.g., OIG, PhRMA Code
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
• Effectively manage high volume of meetings while also responding to emails and phone calls

Competency Requirements:

• Strong interpersonal, verbal, and written skills both internally and externally with the ability to effectively engage with the customer
• Skilled in Customer Service, and the ability to solve problems while ensuring customer satisfaction is met
• Strong organizational skills with great attention to detail
• Familiar with health sciences and regulated environments
• Ability to work independently, with competent decision-making skills, and successfully manage multiple priorities in a fast-paced environment
• Strong working knowledge of Gmail and Microsoft Office Product Suite, and able to quickly learn to utilize similar tools and software as needed
• Positive attitude at all times and the ability to work with a team and maintain a "Whatever it Takes" attitude
• Ability to boost team morale
• Ability to take constructive feedback and adjust in order to progress forward
• Ability to take on additional ad hoc tasks as needed to support the team without complaint
• Ability to work flexible schedules and/or extended hours to meet clients' business needs
• Ability to maintain productivity while performing repetitive planning tasks every day
• Basic Math and Spelling proficiency
• Ability to work and thrive in a team atmosphere

Education/Skills Experience Desired:

• A background in event planning is preferred, but not required
• B.S. or B.A. degree or equivalent experience
• 3+ years' experience working at a pharmaceutical/biotech or third-party agency a plus
• Great for individuals with a Sales, Hospitality, or Customer Service background
• Must be a go getter and very personable at the same having patience with the process
• Possess strong analytical and problem-solving skills