Travel Coordinator - Program/Event

About the role

The travel Coordinator will be responsible for travel booking, itinerary management and compliance for pharmaceutical educational events and ensuring that commitments are met on schedule and within budget. This person must maintain consistent communication with various internal and external stakeholders in a high-volume, deadline-driven environment.

Responsibilities

• 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)
• Effectively manage a high volume of events while also responding to emails and phone calls
• Manage and monitor a high volume of emails daily
• Cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator)

Requirements

• High School diploma or equivalent; College Degree Preferred
• 1+ 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 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 customer /company priorities
• Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s), and Gmail preferred

Nice to Have

• 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 to support the team
• Ability to maintain productivity while performing repetitive planning tasks every day

Benefits & Perks

• 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

Veeva is a Work Anywhere company, supporting your flexibility to work from home or in the office, so you can thrive in your ideal environment.