Portfolio Contractor (Project/ Event Coordinator)

Responsibilities Own and maintain the master congress spreadsheet covering Marketing-, Sales-, and Market Access–sponsored meetings Coordinate all logistical details to ensure flawless execution with no disruptions Partner with the Brand Lead to submit and track sponsorship applications through internal processes, ensuring timely payment and confirmation of placements Oversee the congress vendor on all deliverables and ensure smooth handoffs that meet meeting and submission deadlines Manage all administrative requirements for speaker contracting, onboarding, and training Oversee speaker logistics, ensuring all communications are clear, timely, and complete Ensure vendor handles speaker travel and accommodations for product theaters and in-practice programs Material & PRC Management Route smaller deliverables through PRC, including product theater invitations, congress signage, and pre-conference presentation materials Ensure appropriate quantities of materials are printed, shipped, and delivered to the correct meeting locations Cross-Functional Communication Support Sales/Market Access/Marketing communications related to meetings and congresses, including pre-conference logistics (e.g., badges, location, hotel, etc.) and post-conference surveys and debriefs so that we can evaluate investment for next year Ensure seamless information flow across teams to support alignment and flawless execution Core Skills by Category Project & Event Management Congress/event planning and execution Managing complex logistics with multiple stakeholders Coordinating timelines, deadlines, and deliverables Vendor coordination and oversight Ensuring flawless, disruption-free execution Organizational & Administrative Skills High attention to detail Strong time management and ability to prioritize in a fast-paced environment Managing speaker contracts, onboarding, and tracking requirements Handling scheduling and program logistics Managing document routing and approvals (e.g., PRC/medical–legal–regulatory processes) Clear, consistent communication with cross-functional teams (Sales, Marketing, Market Access) Ability to support pre-conference and post-conference communications Coordinating survey distribution and collecting feedback Ensuring seamless information flow across departments Overseeing congress vendors on deliverables and handoffs Ensuring compliance with internal processes (e.g., sponsorship submissions) Partnering with external speakers, vendors, and internal brand leads Compliance & Process Management Understanding of PRC/MLR routing processes for promotional materials Ensuring timely payment and approval workflows Adhering to internal policies around sponsorships and speaker engagements Managing distribution and tracking of printed materials Technical & Documentation Skills Spreadsheet management (likely Excel or Google Sheets) Tracking logistics, budgets, deadlines, and submissions Experience with project management or event management systems (implied) Preparing and managing congress-related materials and signage Soft Skills Proactive problem-solving Ability to anticipate needs before issues arise Strong interpersonal skills when working with speakers and cross-functional partners Adaptability and calm under pressure High sense of ownership and accountability Education Bachelor's degree in either Business-related fields (e.g., business administration, marketing, management, operations management, event management / hospitality management) or Communications, and understands Life Sciences / Healthcare Fields Optional: Certified Meeting Professional (CMP), Project Management Professional (PMP) or CAPM, Event Planning Certificates Seniority level Mid-Senior level Employment type Contract Job function Management Industries Pharmaceutical Manufacturing #J-18808-Ljbffr Hornet Staffing, Inc, a GEE Group company