Speaker Management Coordinator

What You’ll Do

• Database & Data Management
• Manage speaker data within VDE's proprietary events management platform, ensuring accuracy and confidentiality for customer accounts
• Generate and analyze daily speaker reports to track tasks and update information efficiently
• Stakeholder & Speaker Communication
• Serve as a primary point of contact, providing daily updates to customer teams and relevant stakeholders
• Communicate directly with speakers regarding their contract status and facilitate the collection of any outstanding information
• Provide status updates and manage follow-ups with internal account stakeholders for missing speaker details
• Contract Management & Compliance
• HCP Consulting Contracting experience is a benefit
• Oversee the speaker nomination and contracting process, including generation, redlining, and amendments
• Interpret and execute legal contracts accurately on behalf of stakeholders
• Strictly adhere to performance metrics, Standard Operating Procedures (SOPs), and compliance guidelines specific to each customer
• Maintain current knowledge of relevant regulations (e.g., OIG, PhRMA Code)
• Ensure adherence to all company policies, including confidentiality, sensitive communication, and intellectual property
• Operational Excellence
• Effectively manage a high volume of tasks while maintaining prompt responses to emails and chats
• Organize and maintain customer email inboxes to ensure timely and appropriate communication

Requirements

• Strong organizational skills with great attention to detail
• Capability to switch tasks often, and multiple customers simultaneously
• Strong interpersonal, verbal, and written skills both internally and externally, with the ability to effectively engage with the customer
• Skilled in Customer Service, and the ability to solve problems while ensuring customer satisfaction is met
• Familiar with health sciences and regulated environments a benefit
• Ability to work independently, with competent decision-making skills, and successfully manage multiple priorities in a fast-paced environment
• Strong working knowledge of Gmail and Microsoft Office Product Suite, with the skill to work primarily in Microsoft Excel, Smart Sheets, and SignNow
• Positive attitude at all times and the ability to work with a team and maintain a “Whatever it Takes” attitude
• Ability to boost team morale
• Ability to take constructive feedback and adjust in order to progress forward
• Ability to take on additional ad hoc tasks as needed to support the team without complaint
• Ability to work flexible schedules and/or extended hours to meet clients’ business needs
• Ability to maintain productivity while performing repetitive contracting tasks every day
• Basic Math and Spelling proficiency
• Ability to work and thrive in a team atmosphere

Nice to Have

• High School diploma or GED required. A college degree preferred or equivalent experience
• Experience working at a pharmaceutical/biotech or third-party agency a plus
• Great for individuals with a Sales, Hospitality, or Customer Service background
• Must be a go-getter and very personable while having patience with the process
• Possess strong analytical and problem-solving skills

Perks & Benefits

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

Compensation

• Base pay: $22 - $28/hour
• The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions. This position may also be eligible for other types of compensation in addition to base salary, such as variable bonus and/or stock bonus.