Onsite Meeting Support Coordinator (Part-Time Contract)

Virtual Company; Irvine (CA); In loco; USD 56.000 - 61.000; Part-time

Descrizione del lavoro

The Fountain Group is seeking an Onsite Meeting Support Coordinator for a prominent pharmaceutical client in Irvine, CA. This is a part-time, intermittent contract spanning December 2026 through December 2027, with approximately 40–50 hours per scheduled week across 10 mandatory weeks.

Responsibilities include setting up meeting spaces, coordinating materials and shipping, managing participant registration, vendor coordination, and on-site problem solving.

Competenze

• 3–5+ years of relevant professional experience in administrative support, event coordination, meeting support, or related roles.
• Must be local to the Irvine, CA area and able to work 100% onsite during all scheduled training weeks.
• Bachelor's degree is NOT required.
• Strong customer service, interpersonal communication, and stakeholder support skills.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, Teams, PowerPoint).
• Ability to stand for extended periods and move meeting supplies as needed.

Mansioni

• Prepare and organize meeting rooms, training materials, signage, name badges, and participant resources.
• Maintain inventory of meeting supplies and coordinate replenishment.
• Assist with room setup, breakdown, and general meeting preparation.
• Maintain shipping grids, prepare shipping labels, and coordinate outbound shipments.
• Escort attendees and internal teams between locations within the campus.
• Staff hospitality and registration desks; manage attendance and sign-in records.
• Coordinate with catering vendors for timely delivery and service.
• Provide onsite point of contact for participants, trainers, and stakeholders.
• Utilize Microsoft 365 for scheduling and communications.

Conoscenze

Customer service

Organizational skills

Communication

Problem solving

Multitasking

Formazione

High school diploma

Strumenti

Microsoft 365

Outlook

Word

Excel

Teams

PowerPoint

Descrizione del lavoro

Job Details

The Fountain Group is hiring an Onsite Meeting Support Coordinator for a prominent client in the pharmaceutical/life sciences industry in Irvine, CA.

Pay Rate: $41.00–$44.00/hour

Location: Irvine, CA 92612 (100% Onsite)

Contract Duration: December 2026 – December 2027

Schedule: Part-Time / Intermittent Contract – Approximately 10 scheduled weeks over the contract period

Hours: Approximately 40–50 hours per scheduled week, Monday–Friday

Important – Part-Time Schedule Requirements

This is NOT a full-time or continuous weekly position.

The selected candidate will provide onsite support for approximately 10 weeks throughout the contract period. Each scheduled week will consist of approximately 40–50 hours, Monday through Friday.

Candidates must be available for ALL 10 scheduled weeks listed below. Additional work between scheduled training sessions may be available but is not guaranteed.

This opportunity is ideal for experienced event coordinators, administrative professionals, project coordinators, or freelance professionals seeking flexible, intermittent contract work.

Mandatory Onsite Work Dates

• December 7–11, 2026
• March 1–5, 2027
• April 12–16, 2027
• May 10–14, 2027
• June 21–25, 2027
• July 12–16, 2027
• September 13–17, 2027
• October 4–8, 2027
• November 8–12, 2027
• December 6–10, 2027

Availability for every scheduled week is a firm requirement.

Position Overview

We are seeking a highly organized, adaptable, and customer-focused Onsite Meeting Support Coordinator to assist with the execution of corporate sales training programs and onsite meetings at a pharmaceutical company's Irvine campus.

This individual will play an essential role in ensuring training sessions run smoothly by coordinating meeting materials, supporting participants, managing onsite logistics, assisting vendors, and responding to changing priorities.

The ideal candidate is proactive, detail-oriented, comfortable interacting with stakeholders, and capable of working in a fast-paced, hands-on environment.

Key Responsibilities

Meeting Setup & Logistics

• Prepare and organize meeting rooms, training materials, signage, name badges, and participant resources.
• Maintain inventory of meeting supplies and coordinate replenishment as needed.
• Assist with room setup, breakdown, and general meeting preparation.
• Maintain shipping grids, prepare shipping labels, and coordinate outbound shipments with the campus mailroom.
• Ensure meeting spaces and materials are organized and ready for scheduled training sessions.

Participant & Hospitality Support

• Staff hospitality and registration desks, greet participants, and manage attendance and sign-in records.
• Escort attendees and internal teams between meeting locations throughout the campus.
• Provide excellent customer service and serve as an onsite point of contact for participants, trainers, and stakeholders.
• Respond professionally to participant requests, logistical questions, and last-minute changes.

Vendor & Event Coordination

• Coordinate with catering vendors to ensure timely delivery, setup, and service.
• Communicate with external vendors and internal stakeholders through email and in person.
• Support evening events when necessary, including confirming restaurant reservations, seating arrangements, menus, and event setup.
• Monitor onsite logistics and proactively resolve issues as they arise.

Administrative & Project Support

• Utilize Microsoft 365 applications, particularly Outlook, to coordinate communications, scheduling, and logistical details.
• Assist with administrative tasks, documentation, and project coordination.
• Adapt quickly to shifting priorities, unexpected requests, and schedule changes.
• Provide additional onsite or administrative project support when available and requested.

Required Qualifications

• 3–5+ years of relevant professional experience in administrative support, event coordination, meeting support, project coordination, hospitality, or related roles.
• High school diploma or GED required. Bachelor's degree is NOT required.
• Must be local to the Irvine, CA area and able to work 100% onsite during all scheduled training weeks.
• Must be available and committed to all 10 mandatory work weeks.
• Strong customer service, interpersonal communication, and stakeholder support skills.
• Excellent organizational skills, attention to detail, and ability to manage multiple competing priorities.
• Demonstrated adaptability, problem‑solving skills, and ability to respond quickly to changing circumstances.
• Proficiency with Microsoft 365, especially Outlook; familiarity with Word, Excel, Teams, and PowerPoint.
• Ability to remain on one's feet for extended periods, walk throughout a corporate campus, and perform light physical tasks such as moving meeting supplies and boxes.

Preferred Qualifications

• Previous experience coordinating corporate meetings, training sessions, conferences, or employee events.
• Experience supporting onsite event logistics, hospitality desks, catering, or vendor coordination.
• Background in administrative support, executive assistance, project coordination, or event operations.
• Experience working with cross‑functional teams and senior stakeholders.
• Proactive approach to identifying issues, recommending improvements, and supporting successful event execution.

Additional Information

• This position offers intermittent, scheduled contract work rather than consistent weekly employment.
• Candidates with existing employment, consulting engagements, or freelance work are welcome, provided they can commit to all mandatory dates.
• Professionals with extensive experience, including 15+ years, are encouraged to apply.
• Additional hours between scheduled training weeks may be offered based on business needs, candidate availability, and relevant skills; however, additional hours are not guaranteed.
• Evening availability may be necessary during certain scheduled training weeks.

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