Meeting Coordinator

Citrus Health Group is a new type of agency that brings an empathetic patient focus to the new product commercialization process. Citrus creates hand-picked teams that provide clients with scientific, clinical, pharmacologic, evidence-generation, pricing and reimbursement, market access, affordability, and patient support expertise and experience in their time of need. Client teams are built with talented experts who function as a fluid, agile, and highly energized team.

We are passionate about science; our focus is to effectively communicate science in compelling and engaging ways to drive true value and enable patients to gain access to new medicines. We do so with the highest level of integrity and respect for the ethical nature of our business.

We invite you to join our talented team of dedicated professionals, working closely together to provide the services our clients need, at the time they need them. We are driven by one word, RESPECT. We respect each other, we respect our clients, and we respect the professionals we work with on behalf of our clients. We value every team member and strive for an inclusive and collaborative culture that fosters the best in everyone.

About the Opportunity

We are seeking a highly organized and detail-oriented Meeting & Registration Coordinator to support the execution of advisory boards, executive meetings, and congress-related activities. This role is ideal for someone who is looking to build experience in pharmaceutical meetings while focusing on registration management, data accuracy, and backend program support.

This position plays a critical role in supporting the Meeting Planning team by managing registration workflows, attendee data, and coordination tasks that ensure programs run smoothly. The ideal candidate is process-driven, highly detail-oriented, and comfortable taking direction while also managing responsibilities independently.

Responsibilities

• Support the planning and execution of a range of pharmaceutical meetings, including but not limited to live and virtual advisory boards, investigator meetings, executive one-on-one meetings, congress-related activities, internal planning meetings, and select patient or advocacy-focused engagements
• Manage end-to-end registration processes, including building and maintaining registration sites (e.g., Cvent), tracking attendee responses, and ensuring data accuracy across all systems
• Serve as the primary point of contact for attendee communications related to registration, including confirmations, updates, and logistical details
• Maintain accurate attendee tracking, including HCP status, credentials, and required compliance documentation
• Support TOV (Transparency of Value) data capture and attendee tracking, ensuring alignment with pharmaceutical compliance requirements
• Support coordination of travel logistics in partnership with internal teams and vendors, ensuring alignment with registration data and attendee needs
• Assist with backend program logistics, including material preparation, shipping coordination, and documentation tracking
• Support meeting planners with budget tracking, expense logging, and reconciliation preparation, ensuring financial data is accurate and up to date
• Maintain detailed trackers, timelines, and program documentation to ensure deadlines are met
• Support virtual program, including managing attendee access, as needed
• Provide onsite support for meetings and events as needed (approximately 15% travel, including occasional weekends and limited international travel)

Qualifications

• Bachelor's degree in Business, Hospitality, Communications, or a related field preferred
• 1-2 years of meeting or event coordination, registration management, or related experience, preferably within a pharmaceutical, healthcare, or agency environment preferred
• Must have advanced proficiency in Cvent, including hands-on experience building and managing registration sites, configuring registration workflows, and managing attendee data.
• Strong organizational skills with exceptional attention to detail and accuracy, particularly in managing attendee data and registration workflows
• Highly collaborative team player with the ability to take direction while also working independently and taking ownership of assigned responsibilities
• Strong communication skills (written and verbal), with a professional and responsive approach to attendee and internal communications
• Proficiency in Microsoft Office, particularly Excel, with the ability to manage data, track information, and support budget processes
• Ability to manage multiple tasks simultaneously, balancing competing priorities and deadlines in a fast-paced environment
• Analytical and process-driven mindset, with strong problem-solving skills and a focus on accuracy and efficiency
• Basic understanding of pharmaceutical compliance (e.g., HCP engagement, meal thresholds, TOV reporting) is a plus, or the ability to learn quickly
• Flexibility to work nonstandard hours as required based on program timing, deadlines, and client needs
• High level of integrity, accountability, and professionalism, particularly when handling sensitive attendee and financial data

The estimated salary for this position and similar roles Citrus may consider for applicants ranges from $50,000 to $65,000 per year. This is the approximate pay range that Citrus anticipates it will pay for this and similar positions at the time of this posting. Citrus is committed to offering fair and competitive pay for all employees; consistent with applicable law, final compensation will be determined based on the applicant's skills, qualifications, and experience, along with the position's requirements. Citrus reserves the right to modify this pay range at any time.

Citrus Health Group is an equal employment opportunity employer and does not discriminate against any applicant because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, gender expression and identity, disability, genetic information, veteran status, military status, application for military service, or any other class protected by state or federal law.