Events Coordinator

About the Role

The Events Coordinator, known within Snow as a Program Manager, is the core of Snow Companies’ business model. This position is responsible for planning and executing patient education programs in virtual or live settings, promoting those programs, and driving attendance. Program Managers work closely with Account team members to understand client needs for program selection and development, and they report directly to Associate or Program Directors. The role requires openness, compassion, and sensitivity to the unique experiences of patients and caregivers.

Patient Privacy

The Program Manager will regularly handle personally identifiable information (PII) and personal health information (PHI) of patients living with chronic illness. Successful completion of training on Snow policies, HIPAA (Privacy Rule, Security Rule, Sunshine Act reporting), adverse event reporting, and pharmaceutical promotional requirements under FDA and FTC regulations is required.

Essential Job Functions and Responsibilities

• Coordinate virtual webinars and events for patient and caregiver audiences on behalf of pharmaceutical clients.
• Manage live‑event logistics, including venue setup, menu selection, and audio/visual needs.
• Assess technical requirements and recommend appropriate platforms (e.g., Adobe Connect, Webex, Zoom).
• Create virtual events with proper platform settings and provide training for clients and presenters.
• Communicate with clients, pharmaceutical sales representatives, and internal teams to finalize event details.
• Lead event production and act as production director during live or virtual events.
• Provide primary technical support to clients and internal teams, including pre‑event tech run‑throughs.
• Serve as event host or moderator, either partially or for the entire event.
• Research and analyze competitive markets, recommending platform, location, or design improvements.
• Participate in client meetings and conference calls to identify issues and propose solutions.
• Interface professionally with contractors and vendors, assisting with program outreach, promotions, research, and campaigns.
• Coordinate with third‑party vendors on contractual details and instruct contractors on expectations.
• Maintain regular communication with client representatives regarding program development and effectiveness.
• Establish and nurture excellent working relationships with assigned clients, continuously improving service quality.
• Travel up to 25% of the time as needed.
• Perform additional duties consistent with the responsibilities above based on business needs.

Knowledge, Skills, and Abilities

• Proficient in Microsoft Windows, Word, Excel, PowerPoint, Outlook; Salesforce and Zoom preferred.
• Event planning and coordination experience.
• Public speaking and moderation skills.
• Strong teamwork mentality and organizational abilities.
• Effective file management and multitasking.
• Empathy and attention to detail.
• Flexibility in job roles, responsibilities, and business hours.
• Basic mathematics and business statistics.
• Critical thinking, problem‑solving, and travel readiness.
• Ability to conduct outreach calls, including cold calls, when required.

Education, Experience, and Qualifications

A bachelor’s degree from a four‑year college or university and three to five years of related experience and/or training are preferred. Candidates must possess a valid driver’s license; a passport may be required in some instances.

Schedule

Typical work hours are 9:00 a.m. – 6:00 p.m., Monday through Friday, with the expectation that workload may extend beyond regular business hours, including weekends. Up to 25% travel is required. Omnicom’s policy mandates a minimum of three in‑office days per week, with a goal of increasing to five days for many agencies.