IQVIA’s Strategic Meetings and Events (SM&E) is a team of dedicated professionals producing high impact, differentiated meetings and events for Life Sciences organizations. We work with our clients to deliver the best-in-class attendee experience through a range of in-person, hybrid and virtual engagements by seamlessly pairing behavioral science-based strategies, deep industry expertise and an innovative suite of engagement tools to maximize outcomes for every event.

The Event Coordinator is the primary contact for participants attending meetings managed by IQVIA’s SM&E team. This position carries full responsibility for interaction and communication with the attendees from the lead up to, during, and after the event. This is a pivotal role in delivering the professionalism that is synonymous with IQVIA and a critical contributor to champion our culture and values throughout interactions with the clients, attendees, colleagues, and suppliers.

RESPONSIBILITIES

• Collaborate as an integral part of the project team to execute world class events as measured by internal and external client satisfaction
• Coordinate and deliver relevant meeting logistics in a timely manner and within guidelines and budgetary requirements
• Create registration website on Cvent
• Record and maintain accurate attendee information database
• Manage attendee correspondence and communication including invitations, confirmation letters, and welcome packs
• Coordinate logistics for attendees including flights, ground transportation, accommodations, and any special requests in accordance with customer T&E/compliance/business rules policy
• Management of flight budgets and deviation requests
• Participate on weekly client calls to provide RSVP reports, review deviations, and other relevant meeting information updates

• Travel onsite and be accessible at all times during meeting as the primary point of contact and support for attendees (frequently lift or move up to 10 pounds and occasionally lift or move up to 25 pounds)

• Liaise with relevant internal resources to ensure appropriate team members have the most up to date information
• Partner with external resources (e.g. hotels, travel agencies, and the DMC) in a timely manner to ensure delivery of time-critical information
• Accurately manage HCP expenses and ToV reporting according to client requirements
• Escalate any issues immediately to the Event Manager
• Provide finance and client with accurate information regarding relevant meeting related charges
• Complete timesheet data in an accurate and timely manner
• Promote the IQVIA SM&E brand in line with IQVIA’s core values, ethos, and work ethic

QUALIFICATIONS

• 2+ years of event coordination experience preferred

• Knowledge & experience on Cvent registration platform: create website templates; create required fields by attendee type; reporting functions (rooming lists, special requirements, ground transportation, RSVP report, etc.); uploading graphics; room block management; multiple session management; trouble shooting and understanding the system holistically to accommodate customer needs.

• Position requires domestic & international travel up to 75%, based on project needs

SKILLS & ABILITIES

• Ability to create SOPs, business rules and customer specific Cvent templates
• Become Cvent champion and train/mentor future Event Coordinators on Cvent
• Stellar customer service, interpersonal, communication and presentation skills
• Proven diligence on meeting critical client deliverables in a fast paced environment
• Excellent business acumen, attention to detail, and organizational skills
• Working with international/expat attendees on international shipping & travel and understanding the protocols, cultural nuances and etiquette
• Ability to multi-task and coordinate multiple projects and willingness to undertake additional tasks/responsibilities, if needed
• Proactively contributes ideas striving toward continuous improvement and industry education as well as developing and documenting best practices within the role
• Thrives in a fast-paced, progressive and dynamic environment
• Working knowledge of Microsoft Office & social media
• Pharma meeting industry expertise: understand HCP requirements by meeting type

IQVIA is a leading global provider of advanced analytics, technology solutions and clinical research services to the life sciences industry. We believe in pushing the boundaries of human science and data science to make the biggest impact possible – to help our customers create a healthier world. Learn more at https://jobs.iqvia.com

We are committed to providing equal employment opportunities for all, including veterans and candidates with disabilities. https://jobs.iqvia.com/eoe

As the COVID-19 virus continues to evolve, IQVIA’s ability to operate and provide certain services to customers and partners necessitates IQVIA and its employees meet specific requirements regarding vaccination status. https://jobs.iqvia.com/covid-19-vaccine-status