Meeting Coordinator/Meeting Specialist

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Updated: April 5, 2023
Location: Plano, TX, United States
Job ID: 147354

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Assists in the planning and execution of pharmaceutical meetings. Creates and updates registration web sites, creates and modifies program reports, manages attendee communications and provides support to the Program Manager.   

Cadent, powered by Syneos Health builds relationships and collaboration between the biopharmaceutical industry and healthcare professionals to advance patient care.


(Duties may include, but not limited to the following)

Internal Team Support:

  • Order and manage supplies, materials required for meetings
  • Attend internal team meetings & events
  • Advanced Excel, Word, PPT knowledge
  • Tasks as needed and approved by manager


Meeting Support:

  • Become proficient in Cvent (registration portal) to provide:
    • Venue Sourcing
    • Attendee Tracker Uploads (Scrub/Additions/Changes/Declines)
    • Communications (Save the Dates, Invitations, Travel Confirmations, Reminders)
    • Manage Shared Mailbox for Attendee Communications (Registrations, Travel Itineraries, Registration Status)
    • Reporting (Reporting Cadence per Client Specifications)
  • Assist Program Manager with meeting requirements and attendee follow ups (Email, Phone Calls)
  • Interacts with internal/external vendor support
  • Assist in obtaining W8/W9, Wire Transfer forms, when required
  • Create and prepare all on-site meeting materials and/or electronic communications for Program Manager, Clinical and Sponsor review/approval
  • Order meeting materials, track shipments
  • Travel and onsite team support as required
  • Save all project-related documents in job tracking and/or shared drive following meeting execution



Job Requirements

  • College Degree, Hospitality Management degree preferred but not required
  • Entry Level, 1-2 years Meeting & Event Experience 
  • Proficiency in Microsoft Office applications; heavy emphasis in Excel
  • Travel will be required including weekends (up to 50%)


Core Competencies:
  • Cvent knowledge desired (but not mandatory)
  • Previous meetings or pharmaceutical experience is preferred (but not mandatory); will consider hotel/audio visual/sales experience
  • Must have excellent communication skills; ability to establish and maintain excellent professional relationships with internal and external customers
  • Must be able to manage multiple meetings simultaneously while continuing to work within established deadlines Must be able to work in a team environment and travel (over weekends) as necessary
  • Ability to think strategically while in high-demand situations

At Cadent powered by Syneos Health, our workplace is flexible, family-oriented and places high importance on work-life balance. The engaging and rewarding nature of the work that we do is evident in the enthusiasm employees bring to their work every day. Overall, Cadent has a commitment to integrity, a commitment to client satisfaction and a commitment to employee satisfaction and development.

Cadent is part of Syneos Health, a purpose-built collection of agencies focused on supporting health and biopharmaceutical innovators. Together, we are the connected healthcare partner tapping rich insights to drive innovation, change behavior and pioneer a new era to shorten the distance from lab to life.

WORK HERE MATTERS EVERYWHERE | How will you accelerate bringing new therapies to patients?

Syneos Health is an affirmative action/equal opportunity employer (Minorities/Females/Vet/Disabled) 

As a healthcare company we have an important responsibility to protect individual and public health. Except in those locations where state or local law impacts this vaccination requirement, this position will require individuals to be fully vaccinated against COVID-19 as part of their job responsibilities unless an exemption can be confirmed based on a medical condition, sincerely-held religious belief, or other reasons recognized by applicable law. Submission and approval of an exemption request does not necessarily guarantee that an accommodation can be provided for any specific job. 


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