Event Coordinator

IQVIA™ Medical Communications is looking for an Event Coordinators supporting participant experience in our interactive and captivating clinical trial training may it be in a virtual or Face to Face format. The team of Event coordinators supports the Event Project Manager in successfully delivering our global events.

Collaborating with our Project Managers, Creative/Writing/Editing team, Senior Venue Coordinators, and Finance support staff, the Delegate Coordinator guarantees a smooth experience for participants in our clinical training and engagement sessions.

We will rely on this position for its extensive expertise in managing delegates, primarily in the context of in-person meetings as well as virtual engagements.

The successful candidate will be instrumental in supporting our Event Project Managers and Project Owners in the execution of our training programs. This role provides a chance to be a key contributor to the project success while guaranteeing a smooth experience for delegates.

Responsibilities and Duties

• Conduct a comprehensive search to determine the dates of the events and ensure that they do not coincide with any major holidays, significant medical conferences, or other important meetings.
• Support pre-event activities, including the distribution of save-the-date notifications and pre-event surveys, management of the end-to-end invitation and registration process, creation of meeting-specific registration websites in partnership with the Creative team, sending invitations, tracking responses, and generating registration reports and transfer/accommodation request lists.
• Provide delegate registration and mailbox support before and during meetings, including monitoring attendance and responding to inquiries for global participants across multiple time zones.
• Coordinate participant travel, transfer, accommodation, and visa requirements in collaboration with the Event Project Manager and external vendors.
• Support post-meeting activities, including the collection and analysis of participation data, preparation of post-event reports, generation of electronic attendance certificates, and identification of discrepancies with recommended corrective actions.
• Maintain accurate documentation and records by uploading materials to the appropriate systems and demonstrating proficiency in standard office and database tools (e.g., Word, Excel, PowerPoint, Adobe).

Qualifications and Skills

• Bachelor’s degree required
• 1-5 years related experience
• Good verbal and written communication skills, telephone manner, team working skills, flexible attitude towards work
• Good prioritization skills
• Ability to establish and maintain effective working relationships with coworkers, managers and clients
• Able to use initiative, plan ahead, proactive in problem solving, diplomatic and able to demonstrate appropriate decisions
• Intermediate proficiency in Word, PowerPoint, and Excel
• Experience in managing events and client service
• Experience coordinating corporate travel arrangements, including flight, hotel, ground transportation, and visa requirements, is preferred
• Experience with Cvent is a plus
• Experience with Smartsheet and Sharepoint is a plus

Who You Are

Empathetic:

A team player and is willing to help others. With the understanding of where the gap is in a problem and is willing to resolve it by coordinating and working well with involved parties. Adept at understanding and appreciating the perspective of others, you can effectively gather insights from diverse subject matter experts and solve problems cross-functionally.

Resourceful:

You show resourcefulness and adapt to change with hope and purpose, proactively solving problems. Has the ability to adapt and maximize resources to solve a problem or complete a task. Has the ability to find efficient and innovative ways to overcome challenges. Being open to trying new things, you approach problem solving with creativity.

Seasoned:

Has the experience in overseeing events, particularly in the coordination of participants. With relatable skills relevant to client service, project management and deliverables.

Creative:

Can think outside of the box and in constant pursuit of ways to improve efficiency in completing tasks.

Ownership:

Has ownership of the tasks assigned. Can take point to ensure the completion of deliverables. Willing to optimize all resources to guarantee results are achieved.

IQVIA is a leading global provider of clinical research services, commercial insights and healthcare intelligence to the life sciences and healthcare industries. We create intelligent connections to accelerate the development and commercialization of innovative medical treatments to help improve patient outcomes and population health worldwide. Learn more at https://jobs.iqvia.com

IQVIA is committed to integrity in our hiring process and maintains a zero tolerance policy for candidate fraud. All information and credentials submitted in your application must be truthful and complete. Any false statements, misrepresentations, or material omissions during the recruitment process will result in immediate disqualification of your application, or termination of employment if discovered later, in accordance with applicable law. We appreciate your honesty and professionalism.