Travel Coordinator - Program/Event

Veeva Systems, Inc.; Lyndhurst (NJ); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Flexible PTO

Retirement plan

1% charitable giving program

Job summary

Veeva Systems, Inc. is seeking a Travel Coordinator to manage travel arrangements for HCPs and educational events. You will coordinate flights, hotels, and transport, and prepare precise itineraries in a high-volume, deadline-driven setting.

Responsibilities include ensuring policy compliance, budget adherence, and collaboration with sales and faculty. A high school diploma is required, with 1–2 years in related fields; office-based role with an after-hours phone rotation and in-office Tue–Thu.

Qualifications

• High School diploma or equivalent; college degree preferred.
• 1–2 years experience in travel, events, pharma, or related fields.
• Strong communication and multitasking in a fast-paced environment.

Responsibilities

• Book travel for HCPs including flights, hotels, and ground transportation.
• Create and share detailed travel itineraries with HCPs.
• Ensure compliance with travel policies, budgets and industry regulations.

Skills

MS Office

Analytical skills

Communication skills

Multitasking

Education

High School diploma or equivalent

College degree preferred

Tools

Gmail

Microsoft Excel

Travel booking systems

Job description

Veeva Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster. As one of the fastest-growing SaaS companies in history, we surpassed $3B in revenue in our last fiscal year with extensive growth potential ahead.

At the heart of Veeva are our values: Do the Right Thing, Customer Success, Employee Success, and Speed. We're not just any public company – we made history in 2021 by becoming a public benefit corporation (PBC), legally bound to balancing the interests of customers, employees, society, and investors.

Join us in transforming the life sciences industry, committed to making a positive impact on its customers, employees, and communities.

The Role

The travel Coordinator will be responsible for travel booking, itinerary management and compliance for pharmaceutical educational events and ensuring that 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

Interviewing with Veeva

We value your time and believe in a transparent hiring process. Here is the process you can expect.

• If moving to the interview stage, the process is as follows:

1. A conversation with the hiring manager
2. A practical case exercise
3. A final conversation with our group's Senior Leader.

Once all interviews are complete, the manager will be in touch with a final decision.

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’s headquarters is located in the San Francisco Bay Area with offices in more than 15 countries around the world.

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].