Speaker Programs Coordinator - Promo Med Ed

OPEN Health; United States; On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Competitive pay

Paid vacation and holidays

Training and development

CSR program

Global collaborative environment

Diversity & inclusion

Job summary

OPEN Health is seeking a Speaker Programs Coordinator to provide full administrative support to the Speaker Programs Manager. You will source venues, coordinate with venues, manage budgets including F&B and AV, and track RSVPs and registrations to ensure successful events.

The role requires strong analytical and communication skills, proficiency in Microsoft Office and experience with Salesforce or CVENT. Some travel may be required.

Qualifications

• Bachelor’s Degree in communication or business-related field required.
• 1–2 years of related work experience preferred (customer service, meetings and events).
• Knowledge of Salesforce preferred.
• Knowledge of CVENT preferred.
• Analytical skills with attention to detail and data presentation ability.
• Strong communication and interpersonal skills.
• Proficient in Word, Excel, PowerPoint and related tools.

Responsibilities

• Provide full administrative support to the Speaker Programs Manager throughout the program lifecycle.
• Source venues, contract and coordinate with venues for Speaker Programs; ensure compliance.
• Develop and finalize hotel contracts, allocate budgets for F&B, room rental and AV.
• Track RSVPs, invitations, attendee contracts and registrations; communicate with venues.
• Coordinate travel, client meetings and vendor relationships for seamless coverage.
• Manage budgets, cost tracking, and post-program reporting in trackers.
• Create meeting invitations and oversee BEOs and expense processing.
• Coordinate with teams to ensure program evaluations and sunshine reports.

Skills

Analytical skills

Communication skills

Microsoft Office

Budgeting

Organizational skills

Interpersonal relationships

Decision making

Education

Bachelor's degree in communications or business

Tools

Salesforce

CVENT

Job description

Job Summary

The Coordinator, Speaker Programs is responsible for providing full administrative support to the Speaker Programs Manager to ensure that programs being planned are executed successfully. The SPC is involved from the inception of these programs until the program has completed.

SPEAKER PROGRAMS COORDINATOR

Reports to Team Lead, Speaker Programs

• The SPC is responsible for all administrative tasks pertaining to Speaker Programs events. These tasks include sourcing, contracting, and coordinating with venues to host Speaker Programs. The SPC also ensures that proper compliance protocols are met in executing the events. Additionally, the Coordinator maintains and finalizes the BEOs and event trackers.
• The SPC must have the ability to exercise independent judgment to ensure the accurate management of expenses for multiple meetings in accordance with budgetary requirements. The SPC is solely responsible for the development, creation, and final approval of hotel contracts, including budget allocation for food & beverage, room rental, and audio visual. This requires excellent data analysis, fiscal accountability, and sound judgment.
• This position is a vendor-facing position that requires excellent customer service skills. The SPC has direct responsibility for collaborating with other team members to ensure seamless coverage.
• Source venues for Speaker Programs
• Coordinate logistics of Speaker Programs with venues including:
  • Room requirements
  • Spend per person requirements
  • AV needs
  • Manage venue contracts
  • Create and sends invitation
  • Tracks RSVPs and communicate with venues
  • Track costs post-program and report into proper trackers

SPECIFIC TASKS

• KOL (key opinion leader) recruitment
• Agreement Management
• Travel Coordination
• Client meetings
• Hotel Coordination
• Contract Negotiation
• Venue sourcing and booking
• Client Relationship
• Audio Visual Coordination
• Manage Confirmations
• Create Meeting Invitations
• Attendee Contracts
• Manage Registration Websites
• RSVP Tracking & Updates
• Budget Reconciliations
• BEO's
• Speaker Fee and Expense Processing
• Program Evaluations
• Sunshine Reporting documentation
• Materials Management
• Budget Management
• Compliance Reporting

Experience, Skills, And Qualifications

• Bachelor’s Degree in communication or business-related field required
• 1-2 years of related work experience preferred (customer service field, ideally speaker bureau or meetings and events)
• Knowledge of Salesforce preferred
• Knowledge of CVENT preferred
• ANALYTICAL SKILLS – Ability to compare, contrast, and quality check work with a keen attention to detail. Can present numerical data orally, in writing, or through graphics.
• COMMUNICATION SKILLS – Superior interpersonal and customer service skills.
• COMPUTER SKILLS – Proficient in Microsoft Office including Word, Excel (especially spreadsheets), and Power Point, database, and reporting tools. Knowledge of CVENT is preferred.
• DECISION MAKING SKILLS – Ability to make clear, concise decisions and solve complex problems.
• ESTABLISHING AND MAINTAINING INTERPERSONAL RELATIONSHIPS – Establishing and maintaining an excellent
• relationship with the client and the participants is critical to the success of this position.
• ORGANIZATIONAL SKILLS – Ability to organize, plan, and prioritize work in a fast-paced work environment. Ability to achieve goals in a timely fashion.

Travel Requirements

• Some travel may be required. This may include weekend and evening hours.

About OPEN Health

At OPEN Health, we connect visionary minds, pioneering science, and advanced technology to drive real impact. By uniting people, science, and technology, we activate new opportunities for biopharma innovation. Our expertise across medical affairs and market access unlocks faster, smarter routes to market. We are committed to improving patient outcomes worldwide. To learn more, visit www.openhealthgroup.com.

OPEN Health. The right combination to unlock possibilities.

What We Offer

• Competitive pay, generous paid vacation, holidays and more, across all our locations
• Ongoing training and development opportunities which foster and shape your individual career path
• An active and growing commitment to bettering the communities our employees call home through our Corporate Social Responsibility program
• The opportunity to thrive in a global, collaborative environment while working every day to improve health outcomes and patient wellbeing
• Diverse, inclusive culture that encourages you to bring your whole self to work

OPEN Health does not discriminate on the basis of race, sex, colour, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.