Pharmaceutical Meeting Coordinator

Job Description

Operational excellence, in our more than 200+ meetings and congresses planned annually, is a US

Immunology priority. We are seeking a detail-oriented and proactive Meeting Coordinator to support the planning, execution, and reconciliation of various external meetings. This contractor role is critical to ensuring operational excellence and budget accuracy across all meeting-related activities.

Key Responsibilities

Meeting Department Coordination

• Continuous monitoring to ensure the iPVU has a current and accurate list of planned meetings on the iPVU Calendar (both National and Local)
• Manage sponsorship (E-requests) for all planned programs within company internal system
• Initiate virtual meeting cards for all planned programs
• Serve as the primary point of contact for day-to-day meeting-related inquiries re : internal process

Meeting Logistics

• Oversee logistics for miscellaneous meetings including advisory boards, with oversight from the Strategic Meetings Solutions Lead or Meeting Specialist(s)

Financial Tracking & Reporting

• Prepare and manage Statements of Work (SOWs) and monthly accruals
• Reconcile budgets monthly as meetings close
• Provide accurate financial reports to internal stakeholders

Stakeholder Engagement

• Collaborate with internal teams and external vendors to ensure timely execution of meeting deliverables
• Support External Experts (EEs) engagement and tracking, if applicable

Compliance & Documentation

• Ensure all meeting documentation complies with internal policies and industry regulations.
• Maintain organized records of meeting approvals, budgets, and outcomes.

Required Skills :

• Project Coordination : Proven ability to manage multiple meeting workflows simultaneously with attention to detail
• Budget Management : Exposure with SOWs, accruals, and project reconciliation
• Pharma Industry Knowledge : Familiarity with pharmaceutical compliance standards and medical meeting protocols
• Communication : Strong interpersonal and written communication skills for cross-functional collaboration.
• Tech Proficiency : Comfortable using Microsoft Teams, Outlook, Excel, and internal request systems (e.g., Erequests).
• Problem Solving : Ability to handle day-to-day questions and troubleshoot meeting-related issues independently.
• Time Management : Skilled in prioritizing tasks and meeting deadlines in a fast-paced environment.

Additional Qualifications + Experience :

• Bachelor’s degree
• 2 – 4 years of associated meeting coordination or planning experience
• Travel (~30 – 50%) to provide onsite logistics is required. This will include weekend and evening hours

Contract Details :

• Location : Hybrid; Smyrna office
• Reporting To : Strategic Meeting Solutions Lead