Associate Meeting Coordinator

This job posting is no longer active

Updated: June 7, 2018
Location: Dallas, TX, United States
Job ID: R6MDc9L7z3AV


Cadent Medical Communications, with offices in New York, Dallas, and London, is a global company that specializes in building relationships, understanding and collaboration between the biopharmaceutical industry and medical/healthcare professionals.

Broadcast Company Name

Cadent Medical Communications

Position Title

Associate Meeting Coordinator

Business Unit

Cadent Medical Communications

Position Category

Meeting & Event Services

Position Type

Full Time

Years of Experience



Assist coordinators with the planning and execution of pharmaceutical speaker bureau meetings. May manage smaller scale speaker bureau programs.

Description of Duties

Duties may include but are not limited to:
• Handles attendee registrations and vetting process
• Manages printing and shipping process for meeting materials and invitations
• Communicates with reps regarding attendee vetting and illegible sign-in sheets
• Prepares weekly reports with updates on vetting for client
• Updates database with status changes on attendees
• Scans and upload documents to server and database
• Creates contact sheets
• Drafts and saves invitations
• Enters programs into internal program tracker (Excel)
• Responsible for post-program closeouts and reconciliations (as applicable)
• Updates Rep Territory Roster(s)
• Distributes faxes to coordinators (electronic or paper)
• Submits FedEx requests
• Calls venues to check availability (as needed/available)
• Calls venues to follow up on receipts (as needed/available)
• Calls venues to give new credit card number (as needed/available)
• Calls venues to give final headcount and confirm use of A/V (as needed/available)
• Transfers phone calls
• Drafts venue contracts for Coordinators (as needed/available)
• Drafts addendums (as needed/as available)
• Retrieves signed contracts and addendums from venues (as needed/available)
• Saves all project-related emails and documentation in job tracking and/or shared drive
• Ability to meet established deadlines
• Ability to communicate clearly and effectively with coordinators/account services/management
• Ability to identify deficiencies and propose process improvements
• Ability to back up co-workers as needed
• All other tasks as needed and approved by manager

Minimum Requirements

Education and Skill Requirements:
• College Degree or equal work experience
• 0-1 year experience
• Proficiency in Microsoft Office applications

Date Added


EEO Statement

Syneos Health, Inc. is an Equal Opportunity Employer that values the strength that diversity brings to the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information or any other protected status. If you require accommodation due to a disability in order to complete the application process, please contact our EEO Administrator at 781-425-4600 or by email at




Texas [TX]



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