Marketing Programs, Events & Communications Specialist

Weil Group, Inc; Dorado (PR); On-site; USD 65,000 - 90,000; Full time

Job summary

Weil Group, Inc. is seeking a Marketing Programs, Events & Communications Specialist to coordinate marketing and commercial programs, events, educational activities, and internal communications.

The role independently manages requests, approvals, timelines, vendors, and cross-functional stakeholders to ensure timely execution, accurate documentation, and compliance with company requirements. You will manage timelines, vendors, approvals, and cross-functional stakeholders to ensure compliant,

Qualifications

• Bachelor's degree in marketing, business administration, communications, event management, or related field.
• 3–5 years of experience in event/program management, marketing, or operations.
• Experience coordinating events, congresses, education programs, or multi-stakeholder initiatives.
• Experience in regulated/compliance-driven environments.
• Strong PM, organizational, written communication, and stakeholder-management skills.
• Ability to work independently and manage competing priorities.
• Proficiency with Microsoft Office and collaboration/project-tracking tools; ability to travel.

Responsibilities

• Coordinate grants, educational programs, congresses, sponsorships from intake to completion.
• Plan and execute congresses, educational meetings, and commercial events, including booth logistics, graphics, materials, shipping, and vendor coordination.
• Manage event timelines, deliverables, vendor quotations, purchase orders, invoices, and budget tracking.
• Coordinate required documentation and approval processes for activities such as proctorships, preceptorships, cadaver labs, and physician education programs.
• Serve as a primary operational liaison among Marketing, Sales, Medical/Clinical, Compliance, Legal, Finance, and external vendors.
• Draft and distribute internal program updates, event communications, and operational announcements.
• Maintain communication calendars, templates, and recurring communication tools to support consistent and timely messaging.
• Review requests for completeness and determine appropriate documentation, approval, or escalation pathways in accordance with company requirements.
• Maintain accurate, audit-ready records and documentation for governed commercial activities.
• Improve workflows and develop practical SOPs, templates, trackers, or checklists to increase efficiency.

Skills

Project management

Organizational skills

Written communication

Stakeholder management

Ability to travel

Independent work

Education

Bachelor's degree in Marketing, Business Administration, Communications, Event Management, or related field

Tools

Microsoft Office

Project tracking tools

Job description

Marketing Programs, Events & Communications Specialist

• Administrative

Position Summary

Responsible for coordinating marketing and commercial programs, events, educational activities, and internal communications. The role independently manages requests, approvals, timelines, vendors, and cross-functional stakeholders to ensure timely execution, accurate documentation, and compliance with company requirements.

Key Responsibilities

Events & Marketing Programs

• Coordinate grants, educational programs, congress and exhibit sponsorships, and other commercial support requests from intake through completion.
• Plan and execute congresses, educational meetings, and commercial events, including booth logistics, graphics, materials, shipping, and vendor coordination.
• Manage event timelines, deliverables, vendor quotations, purchase orders, invoices, and budget tracking.
• Coordinate required documentation and approval processes for activities such as proctorships, preceptorships, cadaver labs, and physician education programs.

Communications & Stakeholder Coordination

• Serve as a primary operational liaison among Marketing, Sales, Medical/Clinical, Compliance, Legal, Finance, and external vendors.
• Draft and distribute internal program updates, event communications, and operational announcements.
• Maintain communication calendars, templates, and recurring communication tools to support consistent and timely messaging.

Operational Excellence & Compliance

• Review requests for completeness and determine appropriate documentation, approval, or escalation pathways in accordance with company requirements.
• Maintain accurate, audit-ready records and documentation for governed commercial activities.
• Improve workflows and develop practical SOPs, templates, trackers, or checklists to increase efficiency and consistency.

Qualifications

Required

• Bachelor's degree in Marketing, Business Administration, Communications, Event Management, or a related field.
• 3-5 years of relevant experience in event/program management, marketing or commercial operations, communications, or project coordination.
• Hands-on experience coordinating events, congresses, educational programs, or comparable multi-stakeholder initiatives.
• Experience working in a regulated or compliance-driven environment.
• Strong project management, organizational, written communication, and stakeholder-management skills.
• Ability to work independently, manage competing priorities, and exercise sound judgment.
• Proficiency with Microsoft Office and common collaboration/project-tracking tools; ability to travel as required.

Preferred

• Experience in medical device, pharmaceutical, healthcare, or life sciences.
• Experience with HCP education, grants, sponsorships, congresses, or compliance-driven approval processes.
• Experience managing event vendors, budgets, purchase orders, and invoice reconciliation.
• Experience developing or executing internal communication plans and recurring business communications.

Weil Group is proud to be an Equal Employment Opportunity Employer.