Coordinator - Program/Event (West Coast)

Summary

Veeva Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster. The Coordinator will be responsible for executing logistics for pharmaceutical educational events and ensuring that commitments are met on schedule and within budget.

Responsibilities

• Database management - manage promotional educational programs within the proprietary system
• Budget management - assisting customer representatives with their program planning budget to ensure they meet customer business rules and guidelines
• Selection or confirmation of venue, menu, audiovisual, and air/ground transportation arrangements
• Coordinate payment with venues/caterers and any other vendors
• Frequent daily communication with sales representatives and faculty as needed
• Review all venue contracts for accuracy/ensure customer compliance requirements are met
• Ensuring all event materials are complete and accurate
• Work closely with other team members to ensure successful execution of events
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
• Effectively manage a high volume of events while also responding to emails and phone calls
• Manage and monitor a high volume of emails daily
• Cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator)

Skills

• High School diploma or equivalent
• 1+ years experience in field or related area (Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service)
• Strong analytical and problem-solving skills
• Professional and clear oral and written communication and etiquette skills to successfully manage high phone and email volume
• Demonstrate ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating customer /company priorities
• Located in PST or MST, or willing to work in those timezones
• College Degree Preferred
• Pharmaceutical Speaker Bureau experience is a plus
• Pharmaceutical Event Planning experience is a plus
• Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP's), and Gmail preferred
• Exceptional attention to detail
• Ability to work and thrive in a team atmosphere
• Positive attitude and maintain a 'Whatever it Takes' attitude
• Ability to take on additional ad hoc tasks as needed to support the team
• Ability to maintain productivity while performing repetitive planning tasks every day

Qualifications

Must Haves

• High School diploma or equivalent
• 1+ years experience in field or related area (Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service)
• Strong analytical and problem-solving skills
• Professional and clear oral and written communication and etiquette skills to successfully manage high phone and email volume
• Demonstrate ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating customer /company priorities
• Located in PST or MST, or willing to work in those timezones

Nice to Haves

• College Degree Preferred
• Pharmaceutical Speaker Bureau experience is a plus
• Pharmaceutical Event Planning experience is a plus
• Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP's), and Gmail preferred
• Exceptional attention to detail
• Ability to work and thrive in a team atmosphere
• Positive attitude and maintain a 'Whatever it Takes' attitude
• Ability to take on additional ad hoc tasks as needed to support the team
• Ability to maintain productivity while performing repetitive planning tasks every day

Benefits

• Medical, dental, vision, and basic life insurance
• Flexible PTO and company paid holidays
• Retirement programs
• 1% charitable giving program