Strong customer service focus with a history of going above and beyond
Excellent organizational, time management, and follow-through skills with strong attention to detail
Proficiency in Microsoft Office (especially PowerPoint) and slide deck creation
Requirements:
Serve as the point of contact for internal client services leadership and cross-functions; create kick-off documents and meeting materials; coordinate with teams to ensure timelines and enforce SOPs
Manage pitch coordination including timelines, routing, and process management; support meeting coordination and post-call action items
Support client and project status meetings by preparing agendas, documenting notes and action items, and maintaining client contact for timely, quality deliverables
Assist business development by trafficking pitch development, setting up communication channels, creating timelines, documenting next steps, and coordinating deliverables across teams
Job description
Description
Position at Vaniam Group
Associate Coordinator, Client Services
What You’ll Do
As Associate Coordinator, Client Services, you will support client-facing excellence and operations, including pitch and proposal coordination and client meetings and interactions for the Client Services teams. You will liaise between internal teams and clients where necessary in collaboration with leadership.
A Day in the Life
Deliverables
Serve as the point of contact for internal client services leadership and cross-functions (Creative, Sci Comm, Finance, etc.)
Create kick-off documents and meeting materials that support client deliverables
Manage best practices across clients with enforcement of SOPs
Coordinate with Business Operations, Digital, Creative, and Editorial teams to ensure timelines as directed by client services leadership
Partner with client services on tasks such as proposal or SOW preparation, call setup, status updates, and other coordination tasks for business development
Pitch coordination: timelines, routing, and process management with Client Services Leadership
Support meeting coordination and routing of agenda items and action items post-call to ensure clarity and accountability
Support team meetings management and scheduling
Client Responsibility
Support regular project status meetings with internal core team and clients as necessary
Prepare, schedule, and participate in client status meetings as needed; document notes and action items for follow-up
Maintain contact with clients as a support function for timely and quality deliverables
Client-facing responsibilities as needed
Internal Responsibility
Participate in department-wide meetings, training, and activities
Understand and follow processes and best practices
Participate in company trainings, meetings, and functions
Business Development
Partner with client services teams to support Vaniam Group business development initiatives
Help traffic the pitch development process with internal teams, including setting up communication channels, creating timelines, documenting next steps, holding team members accountable for assignments, and coordinating deliverables
Other duties may be assigned to help drive deliverables within this role.
What You Must Have
Education and Experience
Bachelor’s degree
Strong customer service focus; history of going above and beyond
Strong attention to detail and enjoyment of administrative tasks
Expert organization and follow-through skills
Strong skills in PowerPoint or other slide creation software; comfort with creating and formatting slide decks
Skills and Competencies
Ability to communicate clearly and work collaboratively in a dynamic, virtual environment
Strong interpersonal skills; interact effectively and professionally at all levels
Excellent oral and written communication skills, including ability to provide clear direction and set expectations
Understanding of medical communications offerings and ability to describe them to clients and internal teams
Proficiency in Microsoft Office, Zoom, Slack, and similar systems
Ability to prioritize and meet tight deadlines
Ability to manage and prioritize workload
Responds well under pressure; flexible
Results-oriented with a commitment to accountability
Strong organizational and time management skills
Ensure highest standards of quality control for client materials; develop best practices protocols as appropriate
Travel Requirements
Ability to travel within the US and internationally as necessary (not to exceed 25%)
The Team You’ll Work Closest With
You will work closely with client services leadership teams, with additional collaborations with Scientific Communications and Creative Solutions teams based on project type and client.
Why You'll Love Us
100% remote environment with opportunities for local meetups
Positive, diverse, and supportive culture
Passionate about serving clients focused on cancer and blood diseases
Investment in you with opportunities for professional growth and personal development through Vaniam Group University
Health benefits – medical, dental, vision
Generous parental leave benefit
Focused on your financial future with a 401(k) plan and company match
Work-life balance and flexibility
Flexible time off policy for rest and relaxation
Volunteer time off for community involvement
Emphasis on personal wellness
Virtual workout classes
Discounts on tickets, events, hotels, childcare, groceries, etc.
Employee assistance programs
Salary offers are based upon several factors including experience, education, skills, training, demonstrated qualifications, location, and organizational need. The range for this role is $40,000 - $55,000. Salary is one component of the total earnings and rewards package offered.
About Us
Vaniam Group is a people-first, purpose-driven, independent network of healthcare and scientific communications agencies committed to helping biopharmaceutical companies realize the full potential of their compounds in the oncology and hematology marketplace. Founded in 2007 as a virtual-by-design organization, Vaniam Group harnesses the talents and expertise of team members around the world. For more information, visit www.VaniamGroup.com
Applicants have rights under Federal Employment Laws to the following resources:
Family & Medical Leave Act (FMLA) poster: https://www.dol.gov/agencies/whd/posters/fmla
EEOC Know Your Rights poster: https://www.eeoc.gov/poster
