Event Coordinator, Administrative​/Clerical

Job Description

Event Coordinator - Meetings and Congresses

Duration 9 Months

Location Remote EST Hours

Pay $40 - $50 an hour

The Event Coordinator provides comprehensive administrative, documentation, and meeting support, ensuring smooth execution of internal meetings, congresses, and cross-functional initiatives. Responsibilities include managing calendars and scheduling, preparing and routing compliance-related documents, organizing files and maintaining accurate records in Share Point , supporting travel and event logistics, processing invoices and payments, and creating PowerPoint presentations and meeting materials.

The position requires strong organizational skills, attention to detail, proficiency in Microsoft Office and collaboration tools, and the ability to manage multiple priorities with professionalism and follow-through.

Experience supporting regulated document workflows and working with cross-functional teams is preferred.

Primary Responsibilities

Administrative & Documentation Support

• Prepare, submit, and route congress forms and documentation (applications, legal review requests, compliance materials).
• Maintain accurate registration lists, rooming lists, travel trackers, and congress documentation.
• Organize and manage files in SharePoint, ensuring correct naming, version control, and retention.
• Draft agendas, meeting notes, and follow-up action logs for M+C-related internal meetings.
• File organization - Maintain file retention in SharePoint by accurately naming and organizing folders

Scheduling & Coordination

• Maintain Associate Director's schedule and calendar
• Assist with meeting scheduling, attendee coordination, and calendar holds for M+C activities.
• Oversee master documents for meetings and congresses by maintaining changes in registration, flights, and room blocks
• Draft, maintain and track meeting notes and carry out follow ups accordingly
• Support internal meeting logistics, including dinners, touchpoints, and cross-functional prep sessions.
• Coordinate with Finance to assist with payment status, invoice routing, and basic PO process steps.
• Assist Meetings + Congresses (M+C) team with processing documents for Legal review, complete and submit Congress applications, coordinate payments with Finance

Presentation & Materials Support

• Create or update simple PowerPoint slides summarizing logistical information for internal reviews.
• Create PowerPoint presentations outlining logistical elements for meetings and congresses
• Prepare attendee packets, document bundles, and pre-meeting materials.

Process & Tracking Support

• Track key deadlines using established checklists for congress deliverables (e.g., registration, forms, deadlines).
• Support follow-up activities with internal stakeholders to ensure timely completion of tasks.
• Capture and maintain activity logs, trackers, and status updates as directed by the M+C team.

Education and Required Skills

• 2+ years of administrative, coordination, or event support experience (pharma a plus but not required).
• Strong organizational skills with excellent attention to detail and document accuracy.
• Basic proficiency with Microsoft Excel, PowerPoint, Teams, and Share Point .
• Clear communication skills (written and verbal) and comfort interacting with cross-functional partners.
• Ability to work through structured checklists, detailed workflows, and repeatable processes.
• Ability to manage multiple tasks simultaneously with consistent follow-through.
• High level of reliability, professionalism, and responsiveness.
• Experience with event support preferred
• Strong organization, follow-up, proofreading, and cross-checking skills
• An aptitude to understand and follow processes and procedures quickly
• Ability to work on multiple events simultaneously and accurately
• A willingness to learn and grow to take on more responsibilities
• Experience supporting meetings, events, or congress administration in a corporate environment.
• Familiarity with document routing workflows (e.g., Legal, Compliance, Finance).
• Comfort working with multiple digital tools and databases.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.

Job Reference: JN -