Speaker Bureau/Events Coordinator

JOB DESCRIPTION
SPEAKER BUREAU/EVENTS COORDINATOR

VitaminMD

Reports to: Manager, Speaker BureauJob Summary

The Speaker Bureau/Events Coordinator acts as the central hub between pharmaceutical clients, field sales representatives, medical speakers, and venue. The role balances strict regulatory compliance with seamless live, virtual, or hybrid event execution.
Key Job Responsibilities (Duties may include, but are not limited to all or some of the following)

• Program Coordination: Plan and execute live, virtual, and hybrid speaker programs or other related events from kickoff through close-out, including date selection and room scheduling.
• Speaker & Client Management: Serve as the primary point of contact for speakers and clients, handling recruitment, availability, travel arrangements, and pre-program briefings.
• Compliance & Data Stewardship: Enforce standard operating procedures (SOPs), track speaker payments, and ensure all interactions are logged
• Logistics & Vendor Management: Coordinate venue selection, contract negotiation, food and beverage orders, and audiovisual (AV) requirements—often working alongside third-party agencies.
• Invitation & RSVP Tracking: Generate program invitations, manage registration or RSVPs, and track attendance lists.
• Financial Reconciliation: Monitor program budgets, process speaker honoraria/expense claims, reconcile invoices, and compile post-event financial reports

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Job Qualifications (Skills/Requirements)

• Bachelor's degree required
• 1 year of relevant experience in pharmaceuticals or event planning
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong oral and written communication skills
• Team-oriented mindset with a proactive approach to problem-solving
• Willingness to go beyond what is described in the job description and be flexible for the team, and ultimately, the work

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For U.S. Job Seekers, it is the policy of Ca+Co to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law. EOE/AA/M/D/V/F. 3