Conference Coordinator

Conference Coordinator

Kelly Science and Clinical is seeking a Conference Coordinator for our client, a top medical device company, in Santa Clara, CA. This role is a full-time, fully benefitted position. As a Kelly employee you will be eligible for Medical, Dental, 401K and a variety of other benefits to choose from. You'll also be eligible for paid time off, including holiday, vacation, and sick/personal time. If you're passionate about bringing the latest scientific discoveries to life and are ready to take the next step in your career, trust The Experts at Hiring Experts.

On Site: Monday through Friday 7:30-4pm with some Saturdays Pay $38-$45 an hour depending on experience

Purpose: Responsible for planning, scheduling, and executing on-site events of the client. This role serves as the primary point of contact for internal teams and external partners, ensuring a seamless experience for all participants, including high-profile guests. The ideal candidate is a self-starter with exceptional customer service skills, a passion for scheduling system software and the challenges that go along with coordination of different size events with multiple priorities. Additionally, someone who likes to think outside of the box, provides suggestions, and thrives in a fast-past environment.

Responsibilities:

• Coordinate, manage and process high volume requests across multiple systems and platforms for Health Care Providers HCPs and large internal meetings.
• Serve as the main point of contact for on-site events, providing operational support from registration through departure. Deliver exceptional customer service daily to a copious number of guests
• Resolve scheduling conflicts and accommodate special requests using solutions-oriented thinking.
• Build and maintain relationships with internal departments including Facilities, AV, IT, Catering, and Security.
• Ensure proper room setups, catering, and AV requirements Maintain accurate event data and metrics by recording updates, requests, and changes in the scheduling system.

Requirements:

• Minimum Experience: High School degree is required, bachelors degree is preferred 2+ years in scheduling, coordination, event planning or administrative roles with high-volume requests.
• Business, hospitality, or healthcare setting
• Additional Education/Experience: Ability to adapt quickly, maintain composure under pressure, and seek guidance when needed
• Exceptional organizational and time-management abilities
• Strong communication and problem-solving skills
• Ability to connect process flows while working in multiple programs and systems
• Service excellence driven, flexible, adaptable, and team player
• Strong verbal and written communication skills
• Proficiency in scheduling software and Microsoft Office Suite, with an emphasis on Excel and Outlook
• Ability to work overtime, evenings, and weekends, when necessary: