Meeting Coordinator (Pharmaceutical)

Location: Chicago, Illinois, United States; Pennsylvania, USA. Onsite meeting and event support is required as needed, with approximately 15% travel, occasional weekends, and limited international travel.

Salary: $50,000–$65,000 per year

Company

Healthcare and pharmaceutical commercialization agency providing scientific, clinical, pharmacologic, market access, patient support, and related expertise.

What you will do

• Support the planning and execution of live and virtual advisory boards, investigator meetings, executive meetings, congress activities, internal meetings, and patient or advocacy engagements.
• Build and maintain Cvent registration sites, configure workflows, track attendee responses, and maintain accurate data across systems.
• Manage attendee communications, confirmations, updates, logistical details, HCP status, credentials, and compliance documentation.
• Support TOV data capture, travel coordination, virtual attendee access, material preparation, shipping, and documentation tracking.
• Assist with budget tracking, expense logging, reconciliation preparation, timelines, and program documentation.
• Provide onsite support for meetings and events, including occasional weekends and limited international travel.

Requirements

• Bachelor’s degree in Business, Hospitality, Communications, or a related field preferred.
• 1–2 years of meeting, event coordination, registration management, or related experience, preferably in pharmaceutical, healthcare, or agency environments.
• Advanced Cvent proficiency with hands-on experience building and managing registration sites, configuring workflows, and managing attendee data.
• Strong organizational, communication, analytical, problem-solving, and multitasking skills with exceptional attention to detail.
• Proficiency in Microsoft Office, particularly Excel, for data management and budget support.
• Ability to work independently, take direction, manage competing deadlines, and work nonstandard hours when required.

Nice to have

• Basic understanding of pharmaceutical compliance, including HCP engagement, meal thresholds, and TOV reporting.

Culture & Benefits

• Collaborative and inclusive environment focused on respect, integrity, and professionalism.
• Work closely with dedicated professionals and pharmaceutical meeting clients.
• Opportunity to build experience in pharmaceutical meetings and program coordination.
• Exposure to live, virtual, domestic, and limited international programs.