Meeting Coordinator

Cadence Communications & Research; Chicago (IL); Remote; USD 50,000 - 70,000; Full time

Job summary

A leading healthcare communications firm is seeking a Meetings Coordinator to ensure flawless execution of healthcare meetings. This remote role requires strong organizational skills, attention to detail, and the ability to manage multiple projects. The ideal candidate will thrive in a dynamic environment and be committed to delivering high-quality service. Join a fun, collaborative team dedicated to improving patient outcomes through effective communication.

Benefits

Fun, collaborative, and flexible work culture

Remote work flexibility

Strong benefits including medical/dental/vision

401(k) company contributions

Purpose-driven work

Travel and growth opportunities in the healthcare space

Qualifications

• 3 years of experience in administrative/project support.
• 1+ years of experience coordinating corporate meetings.

Responsibilities

• Manage smaller scope pharmaceutical projects from start to finish.
• Provide concierge-level assistance to clients and participants.

Skills

Communication

Organization

Time Management

Education

Bachelor’s degree in related field

Tools

Microsoft Office

Teams

Zoom

Outlook

Job description

Cadence is a 100% remote work environment. We’ve learned how to create a fun, hardworking team environment even though we work in six different states and two different countries. We’re adding to our Medical Communications team and we’d love to have you join us.

Join our team at Cadence Communications & Research – where great work, great people, and great purpose come together.

About Us:

Cadence Communications & Research is a women-owned healthcare communications and market research firm that helps improve patient outcomes by supporting our clients in the biotech and pharmaceutical industries. We specialize in Medical Communications and Market Research, blending deep scientific expertise with smart operational execution to deliver powerful results.

We’re a boutique firm with a culture of excellence, fun, and service. Our team loves what we do and how we do it—together. We value detail-oriented, self-driven professionals who bring positive energy and thrive in fast-paced, high-impact work.

Meeting Coordinator

What We’re Looking For:

A full-time Meetings Coordinator to play a vital support role in ensuring our healthcare meetings run flawlessly. The right candidate is organized, energetic, highly service-minded, and able to prioritize—with a sharp eye for detail and a passion for delivering outstanding quality. You’ll work closely with our logistic team, vendors and clients on multiple small in scope projects at once to provide superior logistical and administrative support across live and virtual meetings. The role requires exemplary communication skills, strong time management and maintaining enthusiasm in a constantly changing environment.

You must be able to anticipate project needs, discern work priorities, meet deadlines, and be willing to work occasional evenings and weekends. This position would require 25% travel, which would primarily occur over weekends.

Perks:

• Fun, collaborative, and flexible work culture
• Remote work flexibility
• Strong benefits including medical/dental/vision
• 401(k) company contributions
• Purpose-driven work
• Travel and growth opportunities in the healthcare space

Responsibilities:

Meeting Coordination

• Manage smaller scope pharmaceutical projects start to finish using company SOPs
• Provide concierge-level assistance to clients and participants
• Manage registration, confirmation, contracting travel, ground transportation and lodging
• Managing HCP invoices and honorarium and expense reimbursements for participants
• Maintain vendor and client communication professionally and promptly

Meeting Administration

• Support Project Managers with administrative tasks:
• Preparing and shipping of onsite materials (name badges, tent cards, packets, etc.),
• Proofreading and formatting materials with accuracy and polish
• Creating meeting specs for project managers (food and beverages, audiovisual equipment, and signage
• Tracking expenses
• Document management
• Assist with budget reconciliations
• Support Project Managers onsite with concierge level support and professionalism (domestic and international)
• Proactively help streamline internal processes and maintain high quality control
• Collaborate across internal teams with a proactive, can-do attitude, adapting to changing client needs and processes
• Develop and maintain strong and transparent relationships with internal team, clients and vendors

Requirements

• Bachelor’s degree in related field preferred or equivalent work experience preferred
• Have at least 3 years of experience in administrative/project support
• Have 1+ years of experience coordinating corporate meetings (healthcare preferred)
• Highly ethical, organized, resourceful, and love getting the details right
• Have excellent written and verbal communication skills
• Are a team player who’s also confident working independently to manage multiple projects and assignments
• Are familiar with Microsoft Office and online tools (Teams, Zoom, Outlook, cloud tools, mail merge, etc)
• Are curious, coachable, and always willing to pitch in where needed

To Apply:

Submit your application in LinkedIn