Meeting Coordinator

Summary

Citrus Health Group is an agency focused on supporting new product commercialization through scientific, clinical, market access, and patient support expertise. The Meeting & Registration Coordinator will support the planning and execution of pharmaceutical meetings by managing registration workflows, attendee data, communications, travel logistics, documentation, and program coordination.

Responsibilities

• Support the planning and execution of a range of pharmaceutical meetings, including but not limited to live and virtual advisory boards, investigator meetings, executive one-on-one meetings, congress-related activities, internal planning meetings, and select patient or advocacy-focused engagements
• Manage end-to-end registration processes, including building and maintaining registration sites (e.g., Cvent), tracking attendee responses, and ensuring data accuracy across all systems
• Serve as the primary point of contact for attendee communications related to registration, including confirmations, updates, and logistical details
• Maintain accurate attendee tracking, including HCP status, credentials, and required compliance documentation
• Support TOV (Transparency of Value) data capture and attendee tracking, ensuring alignment with pharmaceutical compliance requirements
• Support coordination of travel logistics in partnership with internal teams and vendors, ensuring alignment with registration data and attendee needs
• Assist with backend program logistics, including material preparation, shipping coordination, and documentation tracking
• Support meeting planners with budget tracking, expense logging, and reconciliation preparation, ensuring financial data is accurate and up to date
• Maintain detailed trackers, timelines, and program documentation to ensure deadlines are met
• Support virtual program, including managing attendee access, as needed
• Provide onsite support for meetings and events as needed (approximately 15% travel, including occasional weekends and limited international travel)

Skills

• Must have advanced proficiency in Cvent, including hands-on experience building and managing registration sites, configuring registration workflows, and managing attendee data
• Strong organizational skills with exceptional attention to detail and accuracy, particularly in managing attendee data and registration workflows
• Highly collaborative team player with the ability to take direction while also working independently and taking ownership of assigned responsibilities
• Strong communication skills (written and verbal), with a professional and responsive approach to attendee and internal communications
• Proficiency in Microsoft Office, particularly Excel, with the ability to manage data, track information, and support budget processes
• Ability to manage multiple tasks simultaneously, balancing competing priorities and deadlines in a fast-paced environment
• Analytical and process-driven mindset, with strong problem-solving skills and a focus on accuracy and efficiency
• Flexibility to work nonstandard hours as required based on program timing, deadlines, and client needs
• High level of integrity, accountability, and professionalism, particularly when handling sensitive attendee and financial data
• Bachelor's degree in Business, Hospitality, Communications, or a related field preferred
• 1–2 years of meeting or event coordination, registration management, or related experience, preferably within a pharmaceutical, healthcare, or agency environment preferred
• Basic understanding of pharmaceutical compliance (e.g., HCP engagement, meal thresholds, TOV reporting) is a plus, or the ability to learn quickly

Qualifications

Must Haves

• Must have advanced proficiency in Cvent, including hands-on experience building and managing registration sites, configuring registration workflows, and managing attendee data
• Strong organizational skills with exceptional attention to detail and accuracy, particularly in managing attendee data and registration workflows
• Highly collaborative team player with the ability to take direction while also working independently and taking ownership of assigned responsibilities
• Strong communication skills (written and verbal), with a professional and responsive approach to attendee and internal communications
• Proficiency in Microsoft Office, particularly Excel, with the ability to manage data, track information, and support budget processes
• Ability to manage multiple tasks simultaneously, balancing competing priorities and deadlines in a fast-paced environment
• Analytical and process-driven mindset, with strong problem-solving skills and a focus on accuracy and efficiency
• Flexibility to work nonstandard hours as required based on program timing, deadlines, and client needs
• High level of integrity, accountability, and professionalism, particularly when handling sensitive attendee and financial data

Nice to Haves

• Bachelor's degree in Business, Hospitality, Communications, or a related field preferred
• 1–2 years of meeting or event coordination, registration management, or related experience, preferably within a pharmaceutical, healthcare, or agency environment preferred
• Basic understanding of pharmaceutical compliance (e.g., HCP engagement, meal thresholds, TOV reporting) is a plus, or the ability to learn quickly

Benefits

• Remote work arrangement