Description
Global Medical Meetings and Events (GMME), a department of Cadent, and Division of Syneos Health, consists of 45 employees who engage with clients at every point in the product life cycle to plan a variety of medical meetings such as speaker bureau programs, investigator meetings, scientific advisory boards, symposia, steering committee meetings, and global conference support. As part of our service, we provide comprehensive planning support to include attendee invitation and confirmation management, hotel sourcing, food and beverage coordination, ground transportation, flight arrangements, audiovisual services, on-site support, meeting material development, and the handling of attendee honoraria and travel-related expenses.
The Associate Program Coordinator is responsible for project management tasks, coordination of congress sponsorships, speaker contracting, and logistical support for speaker bureau programs as well as other types of medical meetings throughout the year. This position will require collaboration with Cadent internal teams, as well as external stakeholders such as hotels and event venues, to ensure work is completed flawlessly within set deadlines.

(Duties include but are not limited to the following)

Sponsorship Management:

• Research conference sponsorships and track key information.
• Complete and submit product theater intake forms and initiate payment through system.
• Support client tracker outlining conference name, date, and secured sponsorships.
• Coordinate congress meetings to include registration, food and beverage, and audio visual.

Speaker Contract Management

• Execute client-generated healthcare consulting contracts in compliance with global policies working closely with pharmaceutical companies to include everything from compliance approvals, red-line edits to contract execution.
• Partner with colleagues to engage in regular calls with the business providing updates, report tracking with real-time information, including any delays or concerns related to contracting.
• Route contracts for approval via electronic signature process. Conduct data entry and execute contracts in client system.

Support Reconciliation Team

• Expedite speaker honorarium and travel reimbursement payments including reconciliation and transparency reporting.
• Access client systems to upload program and financial close out documentation.
• Prepare and share weekly/monthly client specific reports.
• Act as liaison between finance and logistics team in securing venue receipts.
• Understand client-related process and business rules as they relate to program execution and closeouts.

Logistical Support of Medical Meetings

• Adhere to client compliance guidelines with an acute awareness of compliance restrictions.
• Ensure assigned programs and assets are within defined parameters.
• Meeting coordination to include attendee registration management, audio visual coordination, food & beverage planning, and budget management.
• Communicate with Healthcare Professionals (HCPs) and Key Opinion Leaders (KOLs) to recruit, contract, and confirm participation in programs.