Administrative Assistant -Assistant Corporate Meeting/Event Planner

Assistant Coordinator – Pharma Event Planning

Location: Traveling to Office (In NJ) 3 days a week (Tues-Thurs)

Hours: 7.5hrs/day

General Purpose/Summary of Job:

The Assistant Coordinator will be responsible for executing the post event reconciliation process for medical education events and ensuring that commitments are met on-schedule and within compliance standards. In addition, Assistant Coordinators are also responsible for:

• Performing a variety of intricate QC processing of audience management, processing and reviewing speaker expenses. Running daily reports in Microsoft Excel. Managing shared inboxes. Following up with our speakers regarding multiple different tasks. Operating alongside the program coordinator team assisting where possible.

Primary Duties and Responsibilities:

• Database management - manage promotional educational programs within the proprietary events management platform
• Audience Management – review and process customers attendance roster
• Virtual Attendee Management – review and upload attendee reports
• Adhere to HIPPA guidelines for patient events
• Speaker Expense - Review and process speaker expenses, uploading final expenses to the database ensuring that the expense stays within each Customers Travel & Expense Guidelines.
• Manage and monitor shared inboxes with volumes of 50 to 75 total emails per day throughout all inboxes.
• Run daily reports for distribution of tasks for the day/week.
• Manage outstanding speaker payments
• Frequent daily communication with sales representatives and speakers as needed
• Ensure all program documents are complete and accurate
• Work closely with other team members to ensure successful execution of meetings
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
• Effectively manage various tasks with high volumes while also responding to emails and phone calls
• Must be available to cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator, in their time zone)

Competency Requirements:

• Positive attitude at all times and the ability to work with a team and maintain a
• “Whatever it Takes” attitude
• Ability to take constructive feedback and adjust in order to progress forward
• Ability to communicate clearly with management via email or in person
• Excellent interpersonal, customer service and organizational skills
• Exceptional attention to detail
• 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 client/company priorities
• Ability to take on additional ad hoc tasks as needed to support the team without
• complaint
• Ability to work flexible schedules and/or extended hours to meet clients’ business
• needs
• Ability to maintain productivity while performing repetitive planning tasks every day
• Proficiency in MS-Office, Word, Excel (e.g., financial calculations, pivot tables,
• VLOOKUP’s) and Gmail preferred
• Basic Math and Spelling proficiency
• Ability to work and thrive in a team atmosphere

Education/Skills Experience Desired:

• High School or equivalent or College Degree Preferred
• 1-2 years’ experience in field or related area preferred but not required
• Great for individuals with a Sales, Hospitality, or Customer Service background
• Must be a go getter and very personable at the same having patience with the process
• Possess strong analytical and problem-solving skills