Contract Marketing Events Coordinator

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.

Responsibilities

• Conference/Events Logistics Management (75%):

  • 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.
  • Includes cross-functional registration support and other support for virtual conferences.
  • Maintain the master event calendar and planning trackers, monitoring operational milestones, project timelines, and deliverables across all concurrent virtual and in-person programs.
  • 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 (25%):

  • Help organize post-event documentation, capture attendance reports, track program outcomes, and archive event assets and operational learnings.

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.