Travel Coordinator - Program/Event

About the role

Booking travel - arrange and book travel for HCPs, including flights, hotels, ground transportation, etc.
Itinerary Management - creating detailed, accurate travel itineraries and communicating them to the HCPs
Compliance - ensuring all travel arrangements adhere to the company's travel policies, budget constraints, and industry regulations (e.g., visa/passport requirements, health advisories)
Database management - manage promotional educational programs within the proprietary system
Budget management - assisting customer representatives with their program planning budget to ensure they meet customer business rules and guidelines
Frequent daily communication with sales representatives and faculty as needed
Ensuring all event materials are complete and accurate
Work closely with other team members to ensure successful execution of events and travel
Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)

Responsibilities

• Manage promotional educational programs within the proprietary system
• Aid customer representatives with their program planning budget
• Create detailed, accurate travel itineraries and communicate them to HCPs
• Ensure compliance with travel policies, budget constraints, and industry regulations
• Communicate with sales representatives and faculty as needed
• Monitor and update event materials
• Collaborate with other team members to execute events and travel plans
• Follow and adhere to various policies and procedures
• Handle high-volume emails and phone calls
• Manage and cover the after-hours phone line
• Work in-office on Tuesdays, Wednesdays, and Thursdays

Requirements

• High School diploma or equivalent; College Degree Preferred
• 1-2 years experience in field or related area (Travel Agency, Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service)
• Pharmaceutical Speaker Bureau experience is a plus
• Pharmaceutical Event Planning experience is a plus
• Strong analytical and problem-solving skills
• Professional and clear oral and written communication and etiquette skills
• Ability to work in a fast-paced environment, changing planning activities, and multitasking often to meet fluctuating customer/company priorities
• Proficiency in MS Office, Word, Excel (financial calculations, pivot tables, VLOOKUP’s), and Gmail
• Exceptional attention to detail
• Ability to work and thrive in a team atmosphere
• Positive attitude and maintain a "Whatever it Takes" attitude
• Ability to take on additional ad hoc tasks as needed
• Ability to maintain productivity while performing repetitive planning tasks every day

Qualifications

• Must be able to work in-office on Tuesdays, Wednesdays, and Thursdays

Skills

• Strong analytical and problem-solving skills
• Professional and clear oral and written communication and etiquette skills
• Ability to work in a fast-paced environment, changing planning activities, and multitasking often to meet fluctuating customer/company priorities
• Proficiency in MS Office, Word, Excel (financial calculations, pivot tables, VLOOKUP’s), and Gmail
• Exceptional attention to detail
• Ability to work and thrive in a team atmosphere
• Positive attitude and maintain a "Whatever it Takes" attitude
• Ability to take on additional ad hoc tasks as needed
• Ability to maintain productivity while performing repetitive planning tasks every day

Benefits

• Medical, dental, vision, and basic life insurance
• Flexible PTO and company paid holidays
• Retailer programs
• 1% charitable giving program

Pay

Base pay: $22 - $28/hour

Schedule

Must be able to work in-office on Tuesdays, Wednesdays, and Thursdays

Additional Information

Veeva is a Public Benefit Corporation (PBC) that considers its public benefit purpose and the interests of those materially affected by the corporation’s conduct—including customers, employees, and the community—in addition to shareholders’ interests.

Veeva has taken a strong stance against the use of non-compete agreements that can limit employee opportunities. We do not require our employees to sign non-compete agreements, and we have taken legal action to fight the unfair use of these agreements by other companies because we believe such agreements limit an employee’s fundamental right to work where they choose. We believe in our people and want them to be successful here at Veeva or wherever their careers take them.