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Venue Coordinator

Job Purpose: This key support position will provide total venue support for the Meetings Managers.

Primary Duties and Responsibilities:

  1. Manage the execution of ~300+ events annually including:
  • Serve as primary liaison for all venues
  • Check venue availability
  • Determine venue suitability per compliance guidelines
  • Determine if a private room is available that can accommodate the expected number of attendees
  • Order AV through the venue if applicable
  • Interpret and sign venue contract
  • Ensure compliance guidelines for booking venues are adhered to
  1. Negotiate the terms of contracts with venues to ensure favorable terms for room minimums, cancellation policies, deposits, etc.
  2. Ensure timely communication about venue details, status, etc. to meetings managers and track detailed notes in the meetings database
  3. Maintain venue profiles within venue database
  4. Work on various projects as directed by the management team
  5. May be asked to assist with other aspects of meeting planning, including the post-program process
  6. May work across multiple brands and clients
  7. Available via cell phone for after-hours support of dinner programs.

Qualifications:

  1. Bachelor’s degree or higher required.
  2. Minimum of 1-2 years of experience supporting pharmaceutical meetings
  3. Exceptional attention to detail and organizational skills.
  4. Understanding of PhRMA Guidelines and Sunshine Act.
  5. Articulate; possessing excellent oral and written communications and strong interpersonal skills.
  6. Team oriented and capable of multi-tasking on projects in a fast-paced environment.
  7. Computer skills desired:
  • Intermediate level Microsoft Office Word, Excel, and Outlook experience;
  • Basic to Intermediate level PowerPoint skills;
  • Familiarity with Survey Monkey, Adobe PDF, and Email campaign tools preferred;
  • Web-based database experience required, Salesforce.com a plus;
  • Ability to quickly learn new applications.
  1. Ability to manage stress in a professional manner and work well under pressure.
  2. Ability to work additional hours when necessary.

Working Environment:

Normal office environment. Travel required: Occasional. May require regular evening and weekend work.

Position is on-site in our Pearl River, NY Office.

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