• Madison
  • $64,580.00 -104,060.00/year*
  • New York, NY
  • Advertising/Marketing/Public Relations
  • Full-Time
  • 201 E 45th St

Madison is currently recruiting an ambitious, dynamic and entrepreneurial individual to join our New York based team as a Project Coordinator. This position requires 3- 5 years of previous events/meetings experience with proven effectiveness in working with diverse participant groups, completing detailed assignments in the successful planning and implementation of meetings and events for our clients. As a Project Coordinator, you will be involved in meetings and events of a variety of types and sizes, including but not limited to, National Meetings, Sales Meetings, Congresses, Speaker trainings, Conferences and Incentive Trips. Knowledge of HCP compliance regulations is required. Detailed Responsibilities: Assist with the building of meeting websites within Cvent including registration management, reporting of participants and responses Coordination of online registration process including tracking and reporting of participants and response rates Support meeting participants with online registration or telephone registration if necessary Serve as primary contact for participant inquiries Provide effective and professional client interface and customer service in responding to client questions and requests Coordinate all meeting materials preparation including invitations, confirmations, welcome packets, final document mailings, name badges, briefing notes, etc. Establish materials and documentation for program specific APP Assist Project Managers in the development of written materials Manage participant mailings in accordance with program timetable Work with selected vendors on gift selection and other program related materials Support Project Managers with physician/speaker availability including confirming availability, coordination of travel arrangements, processing of expenses and honoraria Understanding and knowledge of pharma compliance and regulations o Ensure financial policies and Sunshine Act regulatory submissions are in place o Record payment amounts in attendee registration record for spend capture and tracking o Work directly with Project Manager on all client reports Explore various venues and destinations Research space availability to accommodate planned meetings and events Assist Project Managers in preparation of budgets and proposals. Support Project Managers with creating and managing necessary reports to track project meeting progress including rooming lists, A/D reports, function space grids, meeting evaluations, etc. Qualifications: Cvent experience required Familiarity of basic website development Proven experience in registration process and reporting Knowledge of HCP Compliance Regulations Microsoft Office (Excel, Word) knowledge Prior operations experience in hospitality/travel industry or equivalent a plus Previous experience in effectively handling multiple projects/demands Proven aptitude for technology and/or software solutions Additional Requirements: 3- 5 years of previous events/meetings experience Excellent interpersonal skills, with the ability to effectively communicate with and relate to all levels both within and outside the organization Detail oriented with proven initiative and follow-through Ability to effectively work within a fast paced work environment Must be a team player In Office support required (Manhattan office) Ability to travel by airplane, boat, rail and/or car Reports Directly to the Director of Travel Operations Meetingjobs.com. Category: Hospitality & Tourism, Keywords: Meeting and Events Project Coordinator

* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.

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