Meeting Coordinator

About the Opportunity

We are seeking a highly organized and detail-oriented Meeting & Registration Coordinator to support the execution of advisory boards, executive meetings, and congress-related activities. This role is ideal for someone who is looking to build experience in pharmaceutical meetings while focusing on registration management, data accuracy, and backend program support.

This position plays a critical role in supporting the Meeting Planning team by managing registration workflows, attendee data, and coordination tasks that ensure programs run smoothly. The ideal candidate is process-driven, highly detail-oriented, and comfortable taking direction while also managing responsibilities independently.

Responsibilities

• Support the planning and execution of a range of pharmaceutical meetings, including but not limited to live and virtual advisory boards, investigator meetings, executive one-on-one meetings, congress-related activities, internal planning meetings, and select patient or advocacy-focused engagements
• Manage end-to-end registration processes, including building and maintaining registration sites (e.g., Cvent), tracking attendee responses, and ensuring data accuracy across all systems
• Serve as the primary point of contact for attendee communications related to registration, including confirmations, updates, and logistical details
• Maintain accurate attendee tracking, including HCP status, credentials, and required compliance documentation
• Support TOV (Transparency of Value) data capture and attendee tracking, ensuring alignment with pharmaceutical compliance requirements
• Support coordination of travel logistics in partnership with internal teams and vendors, ensuring alignment with registration data and attendee needs
• Assist with backend program logistics, including material preparation, shipping coordination, and documentation tracking
• Support meeting planners with budget tracking, expense logging, and reconciliation preparation, ensuring financial data is accurate and up to date
• Maintain detailed trackers, timelines, and program documentation to ensure deadlines are met
• Support virtual program, including managing attendee access, as needed
• Provide onsite support for meetings and events as needed (approximately 15% travel, including occasional weekends and limited international travel)

Qualifications

• Bachelor’s degree in Business, Hospitality, Communications, or a related field preferred
• 1–2 years of meeting or event coordination, registration management, or related experience, preferably within a pharmaceutical, healthcare, or agency environment preferred
• Must have advanced proficiency in Cvent, including hands-on experience building and managing registration sites, configuring registration workflows, and managing attendee data.
• Strong organizational skills with exceptional attention to detail and accuracy, particularly in managing attendee data and registration workflows
• Highly collaborative team player with the ability to take direction while also working independently and taking ownership of assigned responsibilities
• Strong communication skills (written and verbal), with a professional and responsive approach to attendee and internal communications
• Proficiency in Microsoft Office, particularly Excel, with the ability to manage data, track information, and support budget processes
• Ability to manage multiple tasks simultaneously, balancing competing priorities and deadlines in a fast-paced environment
• Analytical and process-driven mindset, with strong problem-solving skills and a focus on accuracy and efficiency
• Basic understanding of pharmaceutical compliance (e.g., HCP engagement, meal thresholds, TOV reporting) is a plus, or the ability to learn quickly
• Flexibility to work nonstandard hours as required based on program timing, deadlines, and client needs
• High level of integrity, accountability, and professionalism, particularly when handling sensitive attendee and financial data

The estimated salary for this position and similar roles Citrus may consider for applicants ranges from $50,000 to $65,000 per year. This is the approximate pay range that Citrus anticipates it will pay for this and similar positions at the time of this posting. Citrus is committed to offering fair and competitive pay for all employees; consistent with applicable law, final compensation will be determined based on the applicant's skills, qualifications, and experience, along with the position's requirements. Citrus reserves the right to modify this pay range at any time.