Travel Coordinator - Program/Event

Veeva; Lyndhurst (NJ); On-site; USD 30,307 - 38,572; Full time

Benefits offered by this job

Medical, dental, vision, and life insurance

Flexible PTO

Retirement programs

1% charitable giving program

Job summary

Veeva is hiring a Travel Coordinator in Lyndhurst, New Jersey. In this role, you will manage travel bookings, itineraries, and ensure compliance for pharmaceutical educational events.

The successful candidate will exhibit strong communication skills, maintain high attention to detail, and possess 1-2 years of related experience. Benefits include medical insurance, flexible PTO, and a competitive pay range of $22-$28 per hour.

Qualifications

• 1-2 years experience in a related field (travel, sales, hospitality, etc.).
• Pharmaceutical Speaker Bureau and Event Planning experience is a plus.
• Professional communication skills to manage high volumes.

Responsibilities

• Book travel for HCPs, including flights and accommodations.
• Create detailed itineraries for HCPs.
• Ensure travel compliance with policies and regulations.

Skills

Analytical skills

Communication skills

Teamwork

Proficiency in MS Office

Attention to detail

Education

High School diploma or equivalent

College Degree Preferred

Tools

MS Word

MS Excel

Gmail

Job description

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.

Responsibilities

• 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 – assist 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 5 pm–midnight on a rotated basis (weeks selected by coordinator).
• Must be able to work in‑office Tuesday, Wednesday, Thursday.

Qualifications

• High School diploma or equivalent; College Degree Preferred.
• 1–2 years experience in field or related area (travel agency, sales, hospitality, pharmaceutical, medical industry, 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 manage high phone and email volume.
• 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 (financial calculations, pivot tables, VLOOKUPs), and Gmail preferred.
• Exceptional attention to detail.
• Ability to work and thrive in a team atmosphere.
• Positive attitude and a “Whatever it takes” mindset.
• 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.

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 per hour.
• The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Actual salaries may vary within the range above or below, depending on experience and location. The position may also be eligible for other types of compensation 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].