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Meetings and Events Project Coordinator At Madison Performance Group

Location: New York, New York

Job Description

Madison is currently recruiting an ambitious, dynamic and entrepreneurial individual to join our New York based team as a Project Coordinator. This position requires 3- 5 years of previous events/meetings experience with proven effectiveness in working with diverse participant groups, completing detailed assignments in the successful planning and implementation of meetings and events for our clients. As a Project Coordinator, you will be involved in meetings and events of a variety of types and sizes, including but not limited to, National Meetings, Sales Meetings, Congresses, Speaker trainings, Conferences and Incentive Trips. Knowledge of HCP compliance regulations is required.

Detailed Responsibilities:

  • Assist with the building of meeting websites within Cvent including registration management, reporting of participants and responses
  • Coordination of online registration process including tracking and reporting of participants and response rates
  • Support meeting participants with online registration or telephone registration if necessary
  • Serve as primary contact for participant inquiries
  • Provide effective and professional client interface and customer service in responding to client questions and requests
  • Coordinate all meeting materials preparation including invitations, confirmations, welcome packets, final document mailings, name badges, briefing notes, etc.
  • Establish materials and documentation for program specific APP
  • Assist Project Managers in the development of written materials
  • Manage participant mailings in accordance with program timetable
  • Work with selected vendors on gift selection and other program related materials
  • Support Project Managers with physician/speaker availability including confirming availability, coordination of travel arrangements, processing of expenses and honoraria
  • Understanding and knowledge of pharma compliance and regulations
    • Ensure financial policies and “Sunshine Act” regulatory submissions are in place
    • Record payment amounts in attendee registration record for spend capture and tracking
    • Work directly with Project Manager on all client reports
  • Explore various venues and destinations
  • Research space availability to accommodate planned meetings and events
  • Assist Project Managers in preparation of budgets and proposals.
  • Support Project Managers with creating and managing necessary reports to track project meeting progress including rooming lists, A/D reports, function space grids, meeting evaluations, etc.

Qualifications:

  • Cvent experience required
  • Familiarity of basic website development
  • Proven experience in registration process and reporting
  • Knowledge of HCP Compliance Regulations
  • Microsoft Office (Excel, Word) knowledge
  • Prior operations experience in hospitality/travel industry or equivalent a plus
  • Previous experience in effectively handling multiple projects/demands
  • Proven aptitude for technology and/or software solutions

Additional Requirements:

  • 3- 5 years of previous events/meetings experience
  • Excellent interpersonal skills, with the ability to effectively communicate with and relate to all levels both within and outside the organization
  • Detail oriented with proven initiative and follow-through
  • Ability to effectively work within a fast paced work environment
  • Must be a team player
  • In Office support required (Manhattan office)
  • Ability to travel by airplane, boat, rail and/or car

Reports Directly to the Director of Travel Operations

Requirements

  • 3- 5 years of previous events/meetings experience
  • Cvent experience required
  • Familiarity of basic website development
  • Proven experience in registration process and reporting
  • Knowledge of HCP Compliance Regulations
  • Microsoft Office (Excel, Word) knowledge
  • Prior operations experience in hospitality/travel industry or equivalent a plus
  • Previous experience in effectively handling multiple projects/demands
  • Proven aptitude for technology and/or software solutions

Benefits

Madison offers a competitive compensation and benefits package, including medical, dental, vision, life insurance, LTD, STD, Flex Spending, 401(k), Tuition Reimbursement, and TransitChek.