Event Coordinator Jobs

FirstPro is now accepting resumes for an Event Strategy and Operations Partner. This role is a hybrid role with 3 days on-site in Boston, MA. This is a contract that is slated to last at least 12 months, however, it is eligible for renewals and extensions based on performance. The individual will work with home office and field colleagues, must be able to thrive in a matrix environment, balance numerous simultaneous stakeholders and can create and enhance relationships with both internal and external stakeholders. The Event Strategy and Operations Partner reports to the Associate Director of the Event Strategy and Operations Congress Team.

Responsibilities:

• Budget management, cost savings capture and final invoice reconciliation
• Coordinates meetings, taking notes and communicating agenda items to the team ahead of the meeting to ensure productive, cross functional planning meetings
• Point of contact with each congress organizer, clear understanding of all congress opportunities and deadline; communicate deadlines and expectations to internal stakeholde
• Produces pre-event communications including scheduling pre-cons and planning meetings via shared outlook calendar
• Manages hotel housing blocks and communicates with internal attendees via smartsheet and communicates to internal stakeholders
• Manages and maintains department calendars & smartsheet timelines for congresses and shares with all stakeholders
• Maximizing congress analytics, measuring all congress KPIs, accurate reporting to internal stakeholder, evaluation of best practices to elevate all data at future congresses
• Researches and gathers congress deadlines, communicates deadlines and expectations to internal stakeholders
• Partner with HCP Operations team to ensure contracting needs are met, PhRMA guidelines are adhered to, and any transparency reporting needs are met.
• Providing on-site meeting management of congress needs, and manage external vendor support

Requirements:

• Demonstrated project management skills with the ability to manage multiple projects simultaneously
• Proficiency with Zoom and Microsoft Teams
• Proficiency with Microsoft Office, particularly in Excel and PowerPoint
• Virtual and hybrid meeting experience
• Bachelor’s degree required in a relevant field
• Minimum of 1 years in pharma/biotech meeting planning