Marketing Programs, Events & Communications Specialist

Inteldot; Dorado (VA); On-site; USD 55,000 - 85,000; Full time

Job summary

Inteldot in the life sciences sector seeks an Administrative shift coordinator to manage marketing programs, events, educational activities, and internal communications, ensuring timely execution and compliant documentation.

You will coordinate grants, congresses, sponsorships, vendor relations, and cross-functional updates, building SOPs and templates to improve efficiency while traveling as needed.

Qualifications

• Bachelor's degree in marketing, business, communications or related field.
• 3–5 years of experience in event/program management or marketing operations.
• Experience coordinating multi-stakeholder initiatives in regulated environments.
• Strong writing and cross-functional collaboration skills.

Responsibilities

• Coordinate grants, educational programs, congress and exhibit sponsorships from intake to completion.
• Plan and execute congresses, educational meetings, and commercial events with vendor logistics.
• Manage timelines, vendor quotes, POs, invoices, and budget tracking.
• Coordinate required documentation and approvals for education and physician programs.
• Serve as operational liaison among Marketing, Sales, Medical, Compliance, Legal, Finance.
• Draft internal updates, maintain communication calendars and templates.
• Review requests for completeness and maintain audit-ready records.
• Develop SOPs, templates, trackers, and checklists to improve efficiency.

Skills

Project management

Stakeholder management

Written communication

Organizational skills

Travel readiness

Education

Bachelor's degree in Marketing/Business/Communications/Event Management

Tools

Microsoft Office

Project tracking tools

Job description

Inteldot has over 15 years in the life sciences industry, with operations across Puerto Rico, the United States, Europe, and Japan. This is a great opportunity for one of our leading clients in Puerto Rico.

Administrative shift

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.