Contract Marketing Events Coordinator

Position Details:

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Job Title: Contract Marketing Events Coordinator

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Hours: 20–25 Hours/Week (Contract, with potential to transition to full-time based on business needs and performance)

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Location: Remote (US-Based; must accommodate hours across US time zones)

About the Role:

We're looking for an exceptionally organized, detail-oriented contract Marketing Events Coordinator to be the operational backbone of our growing event calendar, with a focus on in-person and virtual conferences. If you thrive on keeping complex, multi-channel logistics running seamlessly across teams, this role is for you.

What You'll Do:

Conference/Events Logistics Management (~75%)

• Conference & Attendance Logistics: Coordinate general attendance logistics and registrations for Commercial, Editorial and Advocacy team members attending advocacy conferences, medical meetings, healthcare conferences, and industry events, including tracking deadlines, required documentation, collateral printing, shipping logistics, collateral tracking and team schedules. Inlcudes cross-functional registration support and other support for virtual conferences.

• Master Calendar & Timeline Management: Maintain the master event calendar and planning trackers, monitoring operational milestones, project timelines, and deliverables across all concurrent virtual and in-person programs. Coordinate with other team members to capture timing for events (i.e. webinars) not related to Conferences.

• Cross-Functional & Vendor Communication: Serve as the primary operational point of contact between internal teams (Commercial, Advocacy), event organizers, and external vendors to keep all project workflows on schedule.

• Post-Event Administration & Wrap-Ups: Help organize post-event documentation, capture attendance reports, track program outcomes, and archive event assets and operational learnings.

Cross-Functional Operations Support (~25%)

• Virtual Forum Event Support: Assist with the planning, logistics, and execution of select forum events, providing operational assistance to streamline overall forum management alongside internal leads.

• Contract & Asset Tracking: Enter partnership contracts and project details into internal management platforms.

• Digital Asset Management: Capture, organize, and archive program documentation, screenshots, agendas, and digital assets.

• Workflow Optimization: Update project boards (e.g.,Jira, Monday.com) and planning trackers, and optimize operational workflows to ensure seamless execution across teams.

• Operational Reporting: Assist with internal operational reporting and documentation across the Marketing and Advocacy departments.

About You:

• Master Organizer: You live for checklists, spreadsheets, master timelines, and project trackers. Nothing slips through the cracks on your watch.

• Proactive Problem Solver: You naturally think three steps ahead, anticipating scheduling conflicts or logistical bottlenecks before they happen.

• Clear Communicator: You are highly responsive and proactive during standard US business hours, keeping cross-functional teams aligned across time zones.

• Adaptable & Detail-Driven: You are comfortable juggling multiple event timelines simultaneously while maintaining exceptional accuracy.

Qualifications:

• Experience: 2–5 years of experience coordinating conferences, virtual programming, medical meetings, healthcare events, or similar operational calendar management.

• Industry Context: Experience within pharmaceutical, biotech, healthcare, medical association, non-profit, or patient advocacy organizations is strongly preferred.

• Tech-Savvy: Proficiency with Microsoft Office/Google Workspace and project management platforms (e.g. Jira, Monday.com).

• Virtual Platform Familiarity: Comfort supporting virtual event logistics and digital program coordination.

• Education: Bachelor’s degree or equivalent professional experience.

Experience That Makes You Stand Out:

• Coordinating logistics for healthcare or pharmaceutical conferences and industry events.

• Managing multi-track virtual programming or hybrid event calendars.

• Supporting Patient Advisory Groups (PAGs) or forum-style meetings.

• Managing complex internal workflows using modern project management tools.

Originally posted on Himalayas