Travel Coordinator - Program/Event

Dormont Manufacturing Co; United States; On-site; USD 30,307 - 38,572; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Flexible PTO

Retirement programs

Job summary

Veeva Systems is looking for a Travel Coordinator based in the United States to manage travel bookings and itineraries for pharmaceutical educational events. The ideal candidate will have 1-2 years experience in a related field, strong communication skills, and proficiency in MS Office.

This role involves ensuring compliance with travel policies and managing high volumes of communications and events. Perks include medical insurance, flexible PTO, and a charitable giving program.

Qualifications

• 1-2 years experience in related area (Travel Agency, Sales, Hospitality, etc.).
• Pharmaceutical Speaker Bureau experience is a plus.
• Ability to manage a high volume of emails and events effectively.

Responsibilities

• Booking travel arrangements for healthcare professionals.
• Creating detailed travel itineraries.
• Ensuring compliance with travel policies and budget constraints.

Skills

Analytical skills

Communication skills

Problem-solving

MS Office proficiency

Education

High School diploma or equivalent

College Degree preferred

Tools

MS Word

MS Excel

Gmail

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, legally bound to balancing the interests of customers, employees, society, and investors.

As a Work Anywhere company, we support your flexibility to work from home or in the office, so you can thrive in your ideal environment.

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.

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].