Corporate Meeting/Event Coordinator - Entry Level

Speaker Management Coordinator – Speaker Bureau and Marketing Programs

General Purpose/Summary of Job :

The Speaker Management Coordinator will coordinate all life cycles of the contracting process which includes but is not limited to, reviewing requests for accuracy, drafting and executing contracts, ensuring compliance with company policies and legal requirements.

Primary Duties and Responsibilities :

Database & Data Management

• Manage speaker data within the proprietary events management platform, ensuring accuracy and confidentiality for customer accounts
• Generate and analyze daily speaker reports to track tasks and update information efficiently

Stakeholder & Speaker Communication

• Serve as a primary point of contact, providing daily updates to customer teams and relevant stakeholders
• Communicate directly with speakers regarding their contract status and facilitate the collection of any outstanding information
• Provide status updates and manage follow-ups with internal account stakeholders for missing speaker details

Contract Management & Compliance

• HCP Consulting Contracting experience is a benefit
• Oversee the speaker nomination and contracting process, including generation, redlining, and amendments
• Interpret and execute legal contracts accurately on behalf of stakeholders
• Strictly adhere to performance metrics, Standard Operating Procedures (SOPs), and compliance guidelines specific to each customer
• Maintain current knowledge of relevant regulations (e.g., OIG, PhRMA Code).
• Ensure adherence to all company policies, including confidentiality, sensitive communication, and intellectual property

Operational Excellence

• Effectively manage a high volume of tasks while maintaining prompt responses to emails and chats
• Organize and maintain customer email inboxes to ensure timely and appropriate communication

Competency Requirements:

• Strong organizational skills with great attention to detail
• Capability to switch tasks often, and multiple customers simultaneously
• Strong interpersonal, verbal, and written skills both internally and externally, with the ability to effectively engage with the customer
• Skilled in Customer Service, and the ability to solve problems while ensuring customer satisfaction is met
• Familiar with health sciences and regulated environments a benefit
• Ability to work independently, with competent decision-making skills, and successfully manage multiple priorities in a fast-paced environment
• Strong working knowledge of Gmail and Microsoft Office Product Suite, with the skill to work primarily in Microsoft Excel, Smart Sheets, and SignNow
• Positive attitude at all times and the ability to work with a team and maintain a “Whatever it Takes” attitude
• Ability to boost team morale
• Ability to take constructive feedback and adjust in order to progress forward
• Ability to take on additional ad hoc tasks as needed to support the team without complaint
• Ability to work flexible schedules and/or extended hours to meet clients’ business needs
• Ability to maintain productivity while performing repetitive contracting tasks every day
• Basic Math and Spelling proficiency
• Ability to work and thrive in a team atmosphere

Education/Skills Experience Desired:

• High School diploma or GED required. A college degree preferred or equivalent experience
• Experience working at a pharmaceutical/biotech or third-party agency a plus
• Great for individuals with a Sales, Hospitality, or Customer Service background
• Must be a go-getter and very personable while having patience with the process
• Possess strong analytical and problem-solving skills