Exhibits Coordinator, Displays & Exhibits

OPEN Health; United States; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Competitive pay

Generous vacation & holidays

Training & development opportunities

Corporate social responsibility (CSR)

Job summary

OPEN Health is seeking a Regional Exhibits Coordinator, Displays & Exhibits to oversee trade show sponsorships for pharmaceutical clients. You will manage logistics, budgeting, SOPs, and client communications from initial requests through contracting and reconciliation.

The role requires strong interpersonal and organizational skills, experience with event platforms, and the ability to coordinate across multiple teams to ensure productive, compliant exhibits and sustained client satisfaction.

Qualifications

• Extreme attention to detail in a fast-paced, high-volume environment.
• Strong organizational skills and ability to prioritize multiple requests.

Responsibilities

• Coordinate logistics for trade shows including rooming lists and transportation.
• Create, update and improve SOPs for Regional Exhibit team and client-specific SOPs.
• Provide administrative support to the Regional Exhibits Manager.
• Assist in client implementations and resource planning for expansions.
• Process requests from receipt to reconciliation using client platforms.
• Ensure compliance with client rules and business guidelines for approvals.
• Create compliance and spend reports and present quarterly reviews.
• Manage client budgets and provide detailed spend reporting and analysis.
• Guide vendors to implement platforms and document workflows for clients.
• Advise clients on trends, forecasts, and volume planning.
• Collaborate with OPEN Health divisions to align activities and prevent event duplication.
• Serve as a trainer and support contact for Regional Exhibits staff.

Skills

Analytical skills

Communication skills

Computer skills

Decision making

Interpersonal relationships

Organizational skills

Job description

Regional Exhibits Coordinator, Displays & Exhibits

Role Overview

The role of a Regional Exhibits Coordinator, Displays & Exhibits with OPEN Health will be responsible for overseeing and supporting numerous pharmaceutical clients with their request for trade show and association sponsorships. The Regional Exhibits Coordinator, Displays & Exhibits would strategically support the client from the initial stages of a new request through contracting, logistics and reconciliation. This would involve constant communication with requesters, approvals of various level within the client organization, management of fees, contracting, payments, and weekly operations calls for reporting.

This position is client-facing and requires some education with new Field Representatives and Managers on how the exhibiting process works and for certain clients, would require consultation on the value of the actual sponsorship itself. This position is highly regarded in value for the time and interpretation of the ROI that each request is asking. With that said, this position requires excellent interpersonal skills and communication. The role is customer-service based: requiring the utmost in organization, attention to detail, and time management. There will be complex workflows and varying processes between clients which will fall to the Regional Exhibits Coordinator, Displays & Exhibits to streamline and ensure daily productivity.

The Regional Exhibits Coordinator, Displays & Exhibits supports, trains, and guides members of the Regional Exhibit team in a positive and productive manner and is a liaison between the Regional Exhibit Association, Client Sales Reps, and internal Speaker Program department. The Regional Exhibits Coordinator, Displays & Exhibits has direct responsibility for managing all assigned programs and collaborating with other team members to ensure seamless coverage while providing consistent support to the Regional Exhibits Manager.

Full working knowledge of Veeva, Salesforce, and CVent would be a major plus.

Experience working with pharmaceuticals, sales representatives, and tradeshows in any conjunction will also be vital to hit the ground running.

Key Responsibilities

• Support planners with logistics including rooming lists, transportation grids, materials, and vendor communication.
• Support in the creation, updating, and enhancing of standard operating procedures for the Regional Exhibit team roles as well as client-specific SOPs
• Provide administrative and general support to the Regional Exhibits Manager as needed
• Participate in client implementations and service offering expansions to include gap analysis and resource management.
• Using and mastering the client-specific technology platform to process all requests from receipt to processing to reconciliation
• Understanding and following all client-specific rules and business guidelines for review and approval of requests
• Creating compliance reports for client distribution
• Managing client budgets and providing comprehensive spend reporting, customized activity analysis, and formal quarterly business review presentations.
• Guiding technology vendors and servicers to implement platforms and document workflows on behalf of clients
• Serving as a key advisor to clients regarding trends, forecasts, and proactive planning for volume variability
• Working closely with divisions within OPEN Health to ensure activity alignment, including awareness of event duplication (Congress/Meetings); co-coordination of events/sponsorships (Speaker Bureau); payments & auditing (Finance); and Open Payments reporting (Compliance).
• Serve as key POC for training, support, and guidance to Regional Exhibits staff members

Knowledge, Skills And Abilities Required

• ANALYTICAL SKILLS – Ability to compare, contrast, and quality check work, with intense attention to detail. Can clearly present multiple pieces of data through Excel and email communications.
• COMMUNICATION SKILLS – Superior interpersonal skills and customer service, with proactive resolution skills.
• COMPUTER SKILLS – Proficient in use of Email; Adobe Acrobat DC; Microsoft Office, including Word and Excel, especially spreadsheets, database management, and reporting tools.
• DECISION MAKING SKILLS – Ability to report and communicate clearly with multiple stakeholders, make concise decisions, and quickly solve problems.
• ESTABLISHING AND MAINTAINING INTERPERSONAL RELATIONSHIPS – Establishing and maintaining an excellent relationship with the client and the regional sales field is critical to the success of this position.
• ORGANIZATIONAL SKILLS – Ability to organize, plan, and prioritize work in a fast-paced work environment. Ability to respond to all requests quickly and confidently for information and reports. Ability to accurately track and convey information.

Candidate Profile – (Skills, Competencies And Experience)

• Extreme attention to detail in a fast-paced, high-volume environment
• Organizational Skills
• Knowledge of Excel
• Financial adherence
• 3-5 years of related work experience preferred

About OPEN Health

At OPEN Health, we connect visionary minds, pioneering science, and advanced technology to drive real impact. By uniting people, science, and technology, we activate new opportunities for biopharma innovation. Our expertise across medical affairs and market access unlocks faster, smarter routes to market. We are committed to improving patient outcomes worldwide. To learn more, visit www.openhealthgroup.com.

OPEN Health. The right combination to unlock possibilities.

What We Offer

As a global organization, OPEN Health is committed to supporting our employees and their families through a comprehensive benefits program

• Competitive pay, generous paid vacation, holidays and more, across all our locations
• Ongoing training and development opportunities which foster and shape your individual career path
• An active and growing commitment to bettering the communities our employees call home through our Corporate Social Responsibility program
• The opportunity to thrive in a global, collaborative environment while working every day to improve health outcomes and patient wellbeing
• Diverse, inclusive culture that encourages you to bring your whole self to work

If we sound like the sort of business environment in which you would thrive, then we would love to hear from you.

OPEN Health does not discriminate on the basis of race, sex, colour, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.