PHL Life Sciences Coordinator

Imagine building a career where your ambitions fuel not just your growth, but the vibrancy and economic impact of an entire city. At the Philadelphia Convention & Visitors Bureau, we champion collaboration and creativity with a passion for representing everything Philadelphia has to offer. If you're ready to make a real difference by connecting visitors to unforgettable events and experiences while shaping the future of our city, we invite you to explore this opportunity with us.

We are currently searching for a PHL Life Sciences Coordinator to join our team. 

POSITION SUMMARY

Under the direct supervision of the Executive Director of the PHL Life Sciences Division, this position provides administrative support for the Executive Director in the respective department. This includes drafting documents, scheduling, financial record keeping, coordination of meetings/conferences and tradeshows, obtaining supplies, coordinating direct mailings, supplying content to update PHL Life Sciences websites, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors, inclusive of division boards and committees, as well as internal contacts at all levels of the organization.

PRIMARY DUTIES AND RESPONSIBILITIES

• Manages all Board/Committee lists and acts as a point of contact when Executive Director is unavailable
• Provides planning and coordination assistance for annual networking events, two annual Nursing Leadership Committee meetings and three annual PHL Life Sciences executive committee and advisory board dinner
• Supports aspects pertaining to the department’s Board of Directors, committees and standing committees which may include setting up meetings, generate minutes for meetings, tracking attendance, updating on activities and correspondence, handling their special requests and committee meetings, and management of Board/Committee lists as needed
• Manage calendar for Executive Director
• Handle travel arrangements, when applicable.
• Support with Simpleview Database input, record keeping, and management for departmental information and lists
• Administer sponsorship fulfillment, when applicable
• Review reports as assigned
• Collaborate with PHLCVB Marketing with coordination of special events and projects for PHLCVB and assist with assigned events, inclusive of other departments
• Works closely with PHLCVB office staff as it pertains to standard operating procedures for all office activities including emails, collateral material, mass mailings, event planning, and product ordering
• Submits web content and regular updates to marketing and communications, when applicable
• Performs industry research and tracks trends/news stories, as assigned.
• Assists in research and identifying new opportunities for life sciences conventions and meetings
• Represent Executive Director internally/externally, in their absence, when needed and applicable
• Evening and weekend hours are sometimes required (pursuant to citywide convention clients)
• Sort and distribute mail and set by priority; also, screen calls for levels of importance when needed
• Responsible for ordering catering for divisions’ external meetings, working under the guidance of the Events & Experiences team.
• Answer phones, takes message or field/answer all routine and non-routine questions.
• Maintain department files
• Performs other duties as assigned

QUALIFICATIONS

Education/Experience:

Bachelor’s degree preferred or comparable skills and experience; minimum of 2 years previous administrative experience required.

Required Skills:

• Strong knowledge of computer software applications in word processing, spreadsheets, databases, and presentation software (MSWord, Excel, Access, PowerPoint, Outlook).
• Experience with Simpleview preferred.
• Excellent written, verbal, and interpersonal skills.
• Excellent planning and organizational skills, with a strong attention to detail and ability to meet deadlines.
• Ability to prioritize and handle multiple projects simultaneously in a fast-paced environment.
• Ability to interface with individuals of various cultural backgrounds and organizational levels.
• Ability to work independently and maintain confidentiality.  
• Demonstrated experience exercising good judgment and ability to take initiative with a confident and professional demeanor.
• Knowledge of Philadelphia.

This job description is not intended to be all inclusive.  You will perform other reasonable related duties as assigned by your immediate supervisor(s).  The administration reserves the right to change or revise the job duties and responsibilities as the need arises.