Meeting and Event Coordinator

Who We Are

Interactive Forums, Inc. (IFI), an HCEsquared company, is a strategic KOL engagement firm, providing advisory board meetings and KOL development to the life sciences industry; including pharmaceutical, biotechnology, and consumer health companies, and foundations.

For more than 25 years, IFI has distinguished itself by bringing value to our clients through meaningful and engaging collaborations with healthcare experts in a wide range of therapeutic areas. We are laser-focused on the goals and objectives to create and execute the right solution for each project.

The Role

The CES Manager assists with all aspects of client meeting implementation, including advisory boards, and  KOL engagement meetings. The CES Manager assists with planning and coordination of meeting logistics, budgeting, recruiting, tracking, scheduling and healthcare compliance reporting.  This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Essential Duties and Responsibilities

• Assist Senior Managers in planning and developing meetings, agendas, budgets, and services according to client requirements.
• Manage participant communications, including outreach, follow-up, invitations, reminders, travel arrangements, and event details.
• Coordinate meeting logistics such as lodging and transportation for participants, facilities, banquets, and special requirements with vendors and suppliers.
• Prepare onsite materials, , name badges, tent cards and handouts.
• Maintains records of event activities, including financial details.
• Monitor health care compliance guidelines and take part in regular training for clients.
• Monitors meeting activities in order to ensure satisfaction of participants, and resolution of any problems that arise.
• Identify opportunities to enhance processes and improve future meetings.
• Support the development of project plans and timelines.
• May act as client liaison as a point-of-contact, communications and coordination.
• Manage onsite meeting space and activities, liaising between client and HCPs
• Ability to travel up to 20% of the time.

Skills and Qualifications

• Bachelor’s degree in Marketing, Business or related Healthcare field; experience in the Pharmaceutical or Healthcare industry is a plus;
• Minimum 2 years experience with event & meeting management.
• Strong project management & coordination skills.
• Experience with executing in person events at a corporate level.
• Working in a team environment.
• Excellent interpersonal skills, including verbal and written communication.
• Highly organized and detail oriented with a focus on quality.
• Ability to prioritize multiple functions and tasks and manage work on time.
• Ability to work independently
• Ability to think through and consider all aspects of a project.
• Ability to solve problems and exhibit good judgment with clients, advisors, vendors, and internal staff at all levels.
• Excellent computer skills including, but not limited to MS Office applications.
• Knowledge of database and calendar programs.

This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.