Summary:

The Coordinator, Conventions and HCP Engagements will oversee the planning, coordination, and execution of regional and national conventions. This role will collaborate closely with cross-functional teams, including Marketing, Sales, Legal, and Senior Management, to ensure seamless, compliant, and cost-effective management of all conventions. The Coordinator will handle contracts, logistics, manage budgets, convention assets, and execute strategies to deliver high-quality experiences at each event.

Responsibilities

Essential Duties & Responsibilities:
The following statements are intended to describe the general nature and level of work being performed by an individual assigned to this job. Other duties may be assigned.

• Manage the contract process through the Ariba system, including Master Service Agreements (MSAs), Statements of Work (SOWs), purchase orders (POs), payments, check requests, and invoices.
• Manage the convention calendar, ensuring accurate scheduling and tracking of all events.
• Provide support to the Account Managers for convention support
• Order convention literature through Hibbert
• Lead status meetings with Marketing Leads, internal teams, external agencies, and partners to review congress initiatives, timelines, and deadlines for both content and event execution.
• Liaise with vendors, suppliers, and internal partners, exercising independent judgment to manage relationships and make strategic decisions that enhance event execution.
• Monitor convention budgets to ensure cost-effective planning and adherence to financial constraints while maintaining exceptional event experiences.
• Maintain inventory for conventions and recommend new materials and collateral when needed to ensure booth and event readiness.
• Lead pre-convention meetings and booth walk-throughs, reviewing booth components and activities to ensure all elements are executed according to plan.
• Submit booth content and materials for PCRC (Promotional Compliance Review Committee) approval, as needed.
• Work closely with Sales Leadership to review staffing processes and ensure proper coverage at booths during conventions.
• Build and manage relationships with various internal stakeholders across different management levels to support convention success.
• Generate ad hoc reports to various stakeholders on the status of the conventions

Supervisory Responsibilities:

This position will not have supervisory responsibility.

Qualifications

Education and Experience:

• Bachelor's degree or an equivalent combination of education, training, and experience required.
• Must have Veeva PromoMats experience
• Must have Veeva Events Management, Cvent, or Ariba experience
• Preferred to have at least 1-2 years of work experience within the pharmaceutical or agency experience

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills & Abilities:

• Strong verbal and written communication skills, with proficiency in English
• Ability to work independently and proactively, while also collaborating as part of multiple teams.
• Excellent multi-tasking and time management skills, with a proven ability to manage multiple projects in a fast-paced environment.
• Demonstrated ability to manage projects end-to-end with minimal supervision.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Experience with digital meeting and convention platforms.
• Capable of developing contingency plans and managing multiple projects with similar timelines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, move between spaces, reach with hands and arms and stoop. Close vision and the need to focus on computer screen, use of hands, fingers and wrist to type on keyboard and manipulate mouse. Occasional lifting and moving of boxes and supplies, up to approx. 35 lbs. Ability to travel up to 20%-30%.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The work setting is consistent of a typical pharmaceutical office environment with offices and cubicles. This role will be a hybrid position for the Parsippany, NJ office.

Benefits

• Medical, Prescription, Dental, Vision Coverage
• Flexible Spending Account & Health Savings Account with Company match
• Employee Assistance Program
• Mental Health Resources
• Disability Coverage
• Life insurance
• Critical Illness and Accident Insurance
• Legal and Identity Theft Protection
• Pet Insurance
• Fertility and Maternity Assistance
• 401(k) with company match
• Flexible Time Off (FTO) and 11 paid holidays
• Paid Parental Leave

Pay Transparency

The base pay range for this role is $72,000 per year to $95,000 per year

The range is what we reasonably expect to pay for this role. The range considers a wide range of factors that are considered in making compensation decisions, including but not limited to: geographic markets, business or organizational needs, skill sets, experience, training, licensure, and certifications. Depending on the position offered, incentive plans, bonuses, and/or other forms of compensation may be offered.