Speaker Programs Coordinator — Logistics & Travel

Medical Knowledge Group; New York (NY); On-site; USD 55,000 - 85,000; Part time

Job summary

Medical Knowledge Group is seeking an Assistant Program Manager to coordinate and reconcile speaker programs, working closely with Program Managers to ensure compliant execution.

You will handle travel coordination, venue sourcing, vendor communications, expense review, and post-program closeout, while maintaining thorough documentation and supporting team meetings in a fast-paced medical communications environment.

Responsibilities

• Provide support to Program Managers
• Complete OIG database search of each scheduled speaker upon confirmation
• Coordinate with travel agency on speaker travel; upload itinerary in the portal
• Communicate daily with travel agency to ensure tickets are issued and released to speaker on time
• Assist team with sourcing and vetting appropriate venue for programs
• Assist team with venue contracting and menu selection
• Assist team with arranging audio-visual equipment with venue or third party
• Review and reconcile final receipt(s) post program; verify closeout and provide final receipt to finance
• Review and approve speaker expenses; submit approved expenses and receipts to finance
• Outreach to Speaker/Field to obtain missing information or post-program materials for closeout
• Log all program activities in database
• Keep detailed files on communications and financial documents; upload files into program in database
• Support onsite distribution of meeting materials with Fulfillment Team
• Attend and contribute to weekly team status meetings
• Attain a basic understanding of product information and disease state of therapeutic area
• Assist in training new team members as needed
• Other projects as assigned by Director/Supervisor

Job description

Medical Knowledge Group is seeking an Assistant Program Manager to coordinate and reconcile speaker programs, working closely with Program Managers to ensure compliant execution.

You will handle travel coordination, venue sourcing, vendor communications, expense review, and post-program closeout, while maintaining thorough documentation and supporting team meetings in a fast-paced medical communications environment.