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Event Coordinator

IQVIA Holdings Inc.

Bridgewater, New Jersey

The Event Coordinator is the primary contact for all participants attending meetings managed by IQVIA Commercial Compliance SMM Department: coordinate and deliver relevant meeting logistics in a timely manner and within guidelines and budgetary requirements.  The role of the Event Coordinator carries full responsibility for all interaction and communication with the attendees in the lead up, during and after the event. The role of Event Coordinator is pivotal in delivering the professionalism that is synonymous with IQVIA and a critical contributor to champion the culture and values of IQVIA at all times during interaction with the Clients, attendees, colleagues, and suppliers.  

Responsibilities:
•    Collaborate as an integral part of the project team to execute world class events as measured by internal and external client satisfaction
•    Create registration website on Cvent 
•    Record and maintain accurate attendee information database
•    Manage attendee correspondence and communication including invitations, confirmation letters, and welcome packs
•    Coordinate logistics for attendees including flights, ground transportation, accommodations and any special requests in accordance with customer T&E/compliance/business rules policy
•    Responsibility of the management of flight budgets and deviation requests 
•    Participate on weekly client calls to provide RSVP reports, review deviations and other relevant meeting information updates
•    Travel onsite and accessible at all times during meeting as the primary point of contact and support for attendees
•    Liaise with all relevant internal resources to ensure all relevant team members have the most up to date information
•    Liaise with all relevant external resources (e.g. hotels, travel agencies, and the DMC) in a timely manner to ensure delivery of time critical information at all times
•    Accurately manage HCP expenses and ToV reporting according to client requirements
•    Escalate any issues immediately to the Event Manager
•    Provide finance and client with accurate information regarding relevant meeting related charges
•    Complete all timesheet data in an accurate and timely manner
•    Promote the IQVIA Commercial Compliance brand in line with IQVIA’s core values, ethos, and work ethic


Qualifications  

•    Cvent registration platform required

•    2 years of event coordinator experience preferred
•    Position requires approximately 25% travel, based on project needs
•    Valid passport required

Skills & Abilities

•    Expert knowledge & experience on Cvent registration platform: create website templates; create required fields by attendee type; reporting functions (rooming lists, special requirements, ground transportation, RSVP report, etc.); uploading graphics; room block management; multiple session management; trouble shooting (a candidate having experience on the hotel side of utilizing Cvent to respond to RFPs does not qualify) – understanding the system holistically to think outside the box in order to accommodate customer needs. There is no “on the job” training – must have the Cvent knowledge and expertise to qualify for positon. Future hires will not need the extensive Cvent expertise – will be a nice to have.
•    Ability to create Standard Operating Procedures, business rules and customer specific Cvent templates 

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms, lift files, open filing cabinets and bend or stand on a stool as necessary.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. This position requires the ability to travel and to assist onsite with setting up booths and other equipment necessary for event production.  The employee must frequently lift or move up to 10 pounds and occasionally lift or move up to 25 pounds.

At IQVIA, we believe in pushing the boundaries of human science and data science to make the biggest impact possible – to help our customers create a healthier world. The advanced analytics, technology solutions and contract research services we provide to the life sciences industry are made possible by our 70,000+ employees around the world who apply their insight, curiosity and intellectual courage every step of the way. Learn more at jobs.iqvia.com.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable law.

IQVIA, Inc. provides reasonable accommodations for applicants with disabilities.  Applicants who require reasonable accommodation to submit an application for employment or otherwise participate in the application process should contact IQVIA’s Talent Acquisition team at workday_recruiting@iqvia.com to arrange for such an accommodation.

Job posted: 1970-01-01

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