Travel Coordinator - Program/Event

Veeva Systems; Lyndhurst (NJ); Hybrid; USD 30,307 - 38,572; Full time

Benefits offered by this job

Medical, dental, vision, and basic life insurance

Flexible PTO and company paid holidays

Retirement programs

1% charitable giving program

Job summary

Veeva Systems is seeking a Travel Coordinator in Lyndhurst, NJ, responsible for booking travel, managing itineraries, and ensuring compliance with company's policies for pharmaceutical educational events. The role demands excellent communication skills and the ability to handle high volumes of coordination amidst deadlines.

This position requires a high school diploma, and while a college degree is preferred, candidates should have 1-2 years of relevant experience. Perks include medical, dental, and vision insurance, along with flexible PTO.

Qualifications

• 1-2 years experience in Travel Agency, Sales, or related field.
• Preferred experience in Pharmaceutical Event Planning.
• Ability to work in a fast-paced environment.

Responsibilities

• Book travel for HCPs including flights and hotels.
• Create and manage travel itineraries for events.
• Ensure compliance with travel policies and budgets.
• Communicate effectively with sales team and event planners.

Skills

Organizational Skills

Communication Skills

Problem Solving

Analytical Skills

Attention to Detail

Education

High School diploma or equivalent

College Degree Preferred

Tools

MS Office

Gmail

Job description

The Role

The travel Coordinator will be responsible for travel booking, itinerary management and compliance for pharmaceutical educational events and ensuring commitments are met on schedule and within budget. This person must maintain consistent communication with various internal and external stakeholders in a high-volume, deadline-driven environment.

What You’ll Do

• Booking travel – arrange and book travel for HCPs, including flights, hotels, ground transportation, etc.
• Itinerary management – creating detailed, accurate travel itineraries and communicating them to the HCPs.
• Compliance – ensuring all travel arrangements adhere to the company's travel policies, budget constraints, and industry regulations (e.g., visa/passport requirements, health advisories).
• Database management – manage promotional educational programs within the proprietary system.
• Budget management – assisting customer representatives with their program planning budget to ensure they meet customer business rules and guidelines.
• Frequent daily communication with sales representatives and faculty as needed.
• Ensuring all event materials are complete and accurate.
• Work closely with other team members to ensure successful execution of events and travel.
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property).
• Effectively manage a high volume of events while also responding to emails and phone calls.
• Manage and monitor a high volume of emails daily.
• Cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator).
• Must be able to work in-office Tuesday, Wednesday, Thursday.

Requirements

• High School diploma or equivalent; College Degree Preferred.
• 1-2 years experience in field or related area (Travel Agency, Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service).
• Pharmaceutical Speaker Bureau experience is a plus.
• Pharmaceutical Event Planning experience is a plus.
• Strong analytical and problem‑solving skills.
• Professional and clear oral and written communication and etiquette skills to successfully manage high phone and email volume.
• Demonstrate ability to work in a fast‑paced environment, changing planning activities and/or multitasking often to meet fluctuating customer /company priorities.
• Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s), and Gmail preferred.

Nice to Have

• Exceptional attention to detail.
• Ability to work and thrive in a team atmosphere.
• Positive attitude and maintain a “Whatever it Takes” attitude.
• Ability to take on additional ad hoc tasks as needed to support the team.
• Ability to maintain productivity while performing repetitive planning tasks every day.

Perks & Benefits

• Medical, dental, vision, and basic life insurance.
• Flexible PTO and company paid holidays.
• Retirement programs.
• 1% charitable giving program.

Compensation

• Base pay: $22 - $28/hour.
• The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions. This position may also be eligible for other types of compensation in addition to base salary, such as variable bonus and/or stock bonus.

Veeva is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristics protected by local laws, regulations, or ordinances. If you need assistance or accommodation due to a disability or special need when applying for a role or in our recruitment process, please contact us at [e-mail].