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Event Coordinator (R1078763) in Murray Hill, NJ at IQVIA™

Date Posted: 5/28/2019

Job Snapshot

Job Description

Join us on our exciting journey! IQVIA™ is The Human Data Science Company™, focused on using data and science to help healthcare clients find better solutions for their patients. Formed through the merger of IMS Health and Quintiles, IQVIA offers a broad range of solutions that harness advances in healthcare information, technology, analytics and human ingenuity to drive healthcare forward.

The Event Coordinator is the primary contact for all participants attending meetings managed by IQVIA Commercial Compliance SMM Department: coordinate and deliver relevant meeting logistics in a timely manner and within guidelines and budgetary requirements.  The role of the Event Coordinator carries full responsibility for all interaction and communication with the attendees in the lead up, during and after the event. The role of Event Coordinator is pivotal in delivering the professionalism that is synonymous with IQVIA and a critical contributor to champion the culture and values of IQVIA at all times during interaction with the Clients, attendees, colleagues, and suppliers. 

DUTIES

  • Collaborate as an integral part of the project team to execute world class events as measured by internal and external client satisfaction
  • 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
  • Responsibility of the 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 accessible at all times during meeting as the primary point of contact and support for attendees
  • Liaise with all relevant internal resources to ensure all relevant team members have the most up to date information
  • Liaise with all relevant external resources (e.g. hotels, travel agencies, and the DMC) in a timely manner to ensure delivery of time critical information at all times
  • 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 all timesheet data in an accurate and timely manner
  • Promote the IQVIA Commercial Compliance brand in line with IQVIA’s core values, ethos, and work ethic

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities.  Performs other related duties as assigned or as necessary.

QUALIFICATIONS 

EDUCATION AND/OR EXPERIENCE

  • 2 years of event coordinator experience preferred
  • Expert knowledge & experience on Cvent registration platform / Lanyon experience a plus

TRAVEL

  • Position requires travel up to 50% based on project needs
  • Valid passport required

SKILLS & ABILITIES

  • Expert 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 (a candidate having experience on the hotel side of utilizing Cvent to respond to RFPs does not qualify) – understanding the system holistically to think outside the box in order to accommodate customer needs. There is no “on the job” training – must have the Cvent knowledge and expertise to qualify for positon. Future hires will not need the extensive Cvent expertise – will be a nice to have.
  • Ability to create Standard Operating Procedures, business rules and customer specific Cvent templates
  • Develop and document Best Practices within the role
  • Become Cvent champion and train/mentor future Event Coordinators on Cvent
  • Stellar customer service in interacting with customer and attendees
  • Excellent interpersonal and communication skills
  • Very diligent on meeting critical client deliverables in a fast paced environment
  • International experience: dealing with attendees ex-US; int’l shipping & international travel – protocol, cultural nuances & etiquette
  • Ability to multi-task and simultaneously coordinate multiple projects
  • Proactively contributes ideas striving toward continuous improvement and continuous industry education willing to take on extra tasks/responsibilities when required 
  • Thrives in a fast-paced, progressive and dynamic environment
  • Knowledge of mobile applications a plus
  • Working Knowledge of Microsoft Office & social media
  • Pharmaceutical meeting industry expertise: understand HCP requirements by meeting type
  • Excellent business acumen
  • Diplomatic interpersonal, communication, and presentation skills

#LI-AC1

We know that meaningful results require not only the right approach but also the right people. Regardless of your role, we invite you to reimagine healthcare with us. You will have the opportunity to play an important part in helping our clients drive healthcare forward and ultimately improve human health outcomes. Whatever your career goals, we are here to ensure you get there! We invite you to join IQVIA™

IQVIA is an EEO Employer - Minorities/Females/Protected Veterans/Disabled

IQVIA, Inc. provides reasonable accommodations for applicants with disabilities.  Applicants who require reasonable accommodation to submit an application for employment or otherwise participate in the application process should contact IQVIA’s Talent Acquisition team at workday_recruiting@iqvia.com to arrange for such an accommodation.



Job ID: R1078763