Program Specialist

Updated: May 19, 2022
Location: Irving, TX, United States
Job ID: 142945

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

Cadent specializes in high science, high touch peer to peer medical communications. The company excels in translating complex science into compelling messages that deliver value and action. Cadent builds relationships and collaboration between the biopharmaceutical industry and healthcare professionals.


(Duties may include, but not limited to all or some of the following)

Internal Team Support:

· Order and manage supplies and materials needed for the meetings

· Coordinate internal team meetings & events

·  Moderate Word Processing, Spreadsheet and PPT documents as requested by management

· Tasks as needed and approved by manager


Meeting Support:

• Knowledge of Cvent to provide:

o Venue Sourcing

o Attendee Tracker Uploads (Scrub/Additions/Changes/Declines)

o Communications (Save the Dates, Invitations, Travel Confirmations, Reminders)

o Manage Shared Mailbox (Registrations, Travel Itineraries, Registration Status)

o   Reporting (Daily Reporting Status 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 for Program Manager, Clinical and Sponsor review/approval

• Print, pack and ship 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
  • 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

I understand that if I am made an offer of employment, it will be conditioned on my demonstration  I am fully vaccinated OR I plan to initiate vaccination by my start date AND be fully vaccinated within 4 weeks of start date against the COVID-19 virus.   

IMPORTANT: I understand that if the role for which I am applying requires extensive in-person contact with colleagues, health care providers, clients and other medical professionals who have stringent vaccination requirements that all Syneos Health employees with whom they partner be fully vaccinated and will not accept or consider any exemptions.  I understand I can request an exemption from Syneos Health’s vaccination requirement based on a qualifying medical condition or sincerely-held religious belief. However, in the event that I successfully obtain an exemption, I understand that it is highly unlikely that I will be able to adequately perform the essential functions of this position without imposing an undue hardship on Syneos Health due to the clients’ demands.

At Cadent, 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 the office 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 Communications, a purpose-built collective of agencies focused on supporting health and biopharmaceutical innovators. We work in scalable, collaborative teams that partner across disciplines and geographies to deliver integrated communications strategies that accelerate brand performance. In today’s fast-changing and complex environment, success lies in making connections: between science, emotion, and technology; between data, design and human insight. We’re able to make those connections because our medical communications, digital, advertising, public relations, data science, research and market access specialists work closely with each other and with healthcare experts, including physicians, pharmacists and advocates. Together, we are the connected healthcare partner tapping rich insights to drive innovation, change behavior and pioneer a new era of accountable marketing.

Syneos Health Communications is powered by Syneos Health, a global professional services organization designed to help the biopharmaceutical industry 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) 


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