Senior Program Coordinator (Medical Communications)

BioTalent; United States; Remote; USD 80,000 - 90,000; Full time

Job summary

BioTalent is seeking a Senior Program Coordinator to manage third‑party HCP programs end to end. The role is remote (East Coast preferred) with domestic travel about 2 programs per month, growing volume as the division expands.

You will own end-to-end program execution, coordinate with faculty and attendees, and collaborate with cross-functional teams to ensure smooth delivery and timely follow-ups. This role offers growth in a scaling division within an established org.

Qualifications

• 3 to 5 years of experience in medical communications, pharma meetings, or a speakers bureau.
• Hands-on live meeting experience.
• Exposure to advisory boards, roundtables, and speaker bureau programs.
• Strong written and phone communication with external stakeholders.
• Detail-oriented, proactive, and communicative working style.
• Strong account management backgrounds will be considered if you know the nuts and bolts of an ad board.

Responsibilities

• Run programs from start to finish: venue selection, faculty sourcing, attendee recruitment, contracting, onsite execution, and follow-up.
• Own the full to-do list for each program and keep timelines moving.
• Travel domestically to about 2 programs a month (up to 3 during busy periods).
• Keep the team tracker current, flag issues early, and suggest new approaches.
• Communicate with faculty, attendees, and vendors by email and phone.
• Collaborate with the Associate Director, contracting and recruitment partner, scientific team, project management, creative, and Managing Director.

Skills

Medical communications

Pharma meetings

Speaker bureau

Advisory boards

Roundtables

Stakeholder communication

Job description

Remote (East Coast preferred) | $80K to $90K | ~2 programs/month travel

About the Opportunity

An established healthcare communications organization is growing its third‑party HCP programs division and adding a Senior Program Coordinator to the team. This is a new role created by growth. The division grew from one client to five this year and projects at least 20% growth next year. It has a startup feel inside an established company, so you get stability and room to grow.

The team runs third‑party HCP programs end to end, mostly intimate dinner meetings of about 10 HCPs and 1 to 2 faculty. Volume is high, often several programs a week, and the team owns every step with no client oversight. The work is similar to a speakers bureau, with equal focus on faculty and attendees.

What You’ll Do

• Run programs from start to finish: venue selection, faculty sourcing, attendee recruitment, contracting, onsite execution, and follow-up (thank-yous and payments)
• Own the full to-do list for each program and keep timelines moving without needing reminders
• Travel domestically to about 2 programs a month (up to 3 in busy stretches), usually flying in one day and out the next
• Keep the team tracker current, flag issues early, and suggest new approaches
• Communicate with faculty, attendees, and vendors by email and phone
• Work closely with the Associate Director, plus a contracting and recruitment partner, the scientific team, project management, creative, and the Managing Director

What You Bring

• 3 to 5 years of experience, ideally in medical communications, pharma meetings, or a speakers bureau
• Hands‑on live meeting experience, with a clear sense of what a good program looks like
• Exposure to advisory boards, roundtables, and speaker bureau programs
• Strong written and phone communication with external stakeholders
• A detail‑oriented, proactive, and communicative working style
• Strong account management backgrounds will be considered if you know the nuts and bolts of an ad board

Nice to Have

• Working knowledge of pharma brand teams and why they partner with agencies
• Experience in oncology, hematology, ophthalmology, HIV, or infectious disease

Why This Role

• Learn client management, spot organic growth, and get involved in new business
• Work under a leader known for building strong processes, which makes it a great place to learn
• Join a division in real growth mode, with the backing of an established company