Job Description


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Speakers Bureau Coordinator

  • Ref: 301738
  • Type: Option-to-Hire
  • Location: Lyndhurst, NJ
  • Industry: Medical Communications
  • Job Level: Experienced Non-Manager
  • Pay: Negotiable

Opportunity Description

The Speakers Bureau Coordinator will be responsible for executing logistics for medical education events and ensuring the Company’s commitments are met on-schedule and within budget

Company Information

Medical Education

Job Duties

  • Maintaining consistent communication with sales representatives, faculty and internal staff throughout the meeting planning process
  • Become the daily point of contact for pharmaceutical field representatives and  Speakers
  • Coordinate and plan full event logistics 
  • Source venues, negotiate fees and plan event menus within customer guidelines and policies
  • Communicate daily with 3rd party vendors such as AV and Travel
  • Adhere to performance metrics, standard operation processes and procedures
  • Run reports daily to manage workload and tasks
  • Database management
  • Budget management
  • Selection or confirmation of venue, menu, audiovisual, and air/ground transportation arrangements
  • Coordinate payment with venues/caterers
  • Daily communication with sales representatives and faculty
  • Review all contracts for accuracy/ensure client compliance requirements are met
  • Ensuring all meeting materials are complete and accurate
  • Work closely with other team members to ensure successful execution of meetings
  • Adherence to various policies (i.e. confidentiality, sensitive communication, intellectual property)


High School diploma or GED required. College degree preferred

Experience & Skills Required

  • Customer Service experience
  • Proficient in Gmail and Microsoft Office Product Suite
  • Professional demeanor
  • Excellent communication skills both verbal and written
  • Willing to work overtime
  • Excellent interpersonal, customer service and organizational skills
  • Exceptional attention to detail 
  • Good oral and written communication 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 client/company priorities  
  • Ability to work flexible schedules and/or extended hours to meet clients’ business needs
  • Ability to maintain productivity while performing repetitive planning tasks for 7.5 hours daily 
  • Proficiency in MS-Office, Word, Excel and Outlook

Other Information