Program Coordinator

Responsibilities

• Serve as point of contact for participants, faculty members, sales representatives, and vendors
• Prepare communications and route documents through internal Editorial and QC processes, in preparation for client review/approval
• Create registration website and manage attendance
• Source venues/menus in accordance with client specifications and ensure regulatory compliance
• Coordinate payment with venues
• Assist with audiovisual booking/communication
• Provide on-site manager contract/booking communication
• Prepare, ship, and track on-site box arrival status and reconcile on-site materials
• Assist with post program follow-up
• Assist with program closeout (venue receipts, Sunshine Act reporting preparations, etc)
• Adhere to corporate and industry compliance regulations related to responsibilities
• Administrative/Additional Functions
• Daily quality control (QC) responsibility for own work
• Provide occasional support for virtual events, which may include non-standard work hours
• Work schedule/hours: This position requires moderate overnight/weekend travel (up to 20%), and non-standard work hours in accordance with project needs, deadlines, deliverables, event execution, and urgent team requests
• Fulfill other duties and responsibilities as assigned by management
• This position is a perfect fit for you if:
• Our Company values - Best Together, Impact-Obsessed, Excellence Expected, Evolve Always and Accountability with an "I" - really speak to you.
• You are adaptable, resilient, and OK with adjusting your scope, responsibilities, and focus as we grow. When things change, so do we. We're always evolving.
• You are proactive, driven, and resourceful with strong prioritization skills and a desire to dive into the data.
• You are highly organized self-starter, able to work independently and under tight deadlines.
• What you should have:
• BA or BS d

Benefits

Additional Information

At Real Chemistry, making the world a healthier place isn't just an aspiration-it's our everyday reality. Our drive to transform healthcare is informed by our blend of deep scientific expertise, human-centred creativity, and AI-driven insights, fostering a unique environment where innovation thrives and our people are impact-obsessed. As a global agency, we provide a full suite of services across healthcare communications and marketing to our clients, including top players in the pharmaceutical and biotech industries. Our #LifeatRealChem culture is rooted in our people-we believe we are best together and are committed to excellence for both our clients and colleagues. Whether you're a seasoned professional or just starting your career, if you share our passion for healthcare and connection, we invite you to explore our opportunities. Discover your purpose. Embrace innovation. Experience #LifeatRealChem. Real Chemistry is a global health innovation company with offices across Europe and the US. We believe that the way to real, transformative change is through the uncommon combination of disciplines, technologies, and our greatest asset - our people. We are currently looking to add to our alchemic mix of more than 1,800 talented professionals. This is a great opportunity to join a dynamic, fast-growing global company committed to making the world a healthier place for all. Job Summary: Real Chemistry delivers exceptional meeting and speaker bureau experiences for pharmaceutical and biotech companies, as well as local, state, and national associations. The Program Coordinator provides project-related and administrative support for the execution of live and virtual programs. Programs consist of, but are not limited to, the following: advisory boards, speaker trainings, investigator meetings, sales/training meetings, and speaker programs. The Program Coordinator serves as the liaison between field representatives, HCPs, clients, and the company. This position is a full-time role and is responsible for the preparation and dissemination of all communications regarding assigned projects, as well as ensuring their deliverables are always of the highest quality. The Program Coordinator is a key member of the agency, managing logistical deliverables such as all participant communications, registration websites, on-site team coordination and materials, food and beverage arrangements, vendor arrangements, and travel logistics. This position is also responsible for routing all forms of communications and other deliverables through the company's internal quality assurance process. The Program Coordinator will provide superior customer service to all contacts while ensuring flawless, hassle-free deliverables, from planning through project closing, across multiple platforms, including live and virtual-based programs. This is a hybrid role, based in any of our US offices-including Boston, Chicago, Carmel IN, and Lambertville NJ -or remotely within the US, depending on team and business needs. This position will work ET or CT business hours and will require frequent travel.

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