Meeting / Event Coordinator

Ft. Worth, TX
Job Terms:
Start date:
posted by:
Erica Schmidt

Job Description:

Under the guidance of the Meetings Manager, coordinate and provide assistance on events implementation for key educational programs, (b) meetings, (c) events, (d) award/ recognition meetings and (e) congresses (within regional responsibility).

Responsible for consolidating and maintain the attendee registration list, as well logistics updates (flight itinerary, hotel, meal preferences etc).
Correspond with stakeholders to include: internal/external customers, faculty, suppliers, medical associations, meeting attendees, etc..  Correspondence to include fielding a large volume of inquiries either by phone or email, sending confirmation letters and other meeting correspondence, recording speaker assessment forms, attendee evaluations and sign-in sheets.
Along with Brand Managers responsible for validation and approval process for hiring health care professionals in accordance with state and federal reporting requirements and Company policies.
Based on a briefing request, adapt communication materials, such as meetings agenda, save-the-date, invitations, badges, brochures, banners etc. Ensure design, editorial content, copywriting, translation and proofreading of all print and electronic materials for meetings are done timely and properly approved meeting industry requirements for promotional materials.
Prepare meeting collateral, including badge information, name tags, tent cards and meeting agendas.
Issue purchase requisitions as required and submit contracts in the Upside contract management system.
Provide support on conducting procurement of services, resources, facilities and vendors.
Assisting on meeting-related expenses and track expenses base. Maintain payments and budget information up to date. Create and finalize the Meeting Closing Report according to the Company standards.
Work with company and departmental computer programs/systems, (e.g. StarCite, AP3 Upside, etc.) to perform data entry, including setting up and maintaining new speakers in the database, recording and uploading contracts, and entering meeting data.
Required to provide other general administrative support as needed.
Provide meetings for on-site coordination. 
Flexibility to work evenings and weekends.


2 years Meeting and/or event planning/ coordination experience required.
2 years clerical or administrative support experience preffered.
Advanced skills on Word, Excel, PowerPoint and Outlook.
English and Spanish Fluent. Portuguese is a plus.