POSITION TITLE: Medical Relations Meeting and Events Coordinator
The Medical Relations – Meeting and Events Coordinator will be responsible for assisting the VP, Medical Relations with managing operational, administrative and executional functions to ensure divisional projects are delivered efficiently within all medical professional events, congresses, and symposiums. The Medical Relations – Meeting and Events Coordinator will also provide overall administrative support to the team’s administrative process.
Support of Customer Facing Meetings & Events:
Support VP, Medical Relations on the full scope of planning, production, and execution of in-person meetings, trade shows, special events
Support event setup, execution, and breakdown
Responsible for supporting all aspects of project management including, hotel management, F&B, AV, conference registration, pre-post communication
Manage pre- and post- meeting communication with SBS leadership and sales team
Process reimbursements and honoraria payments for guest speakers, help coordinate their travel
Develop and build relationships with outside vendors
Manage housing blocks and meeting registration
Management of onsite materials, including tracking and ordering of samples and marketing/training materials
Provide premium customer service for all attending physicians, aestheticians, and project managers
Coordinating all AV needs for the event
Responsible for ensuring menu selections for meals and breaks are delivered as contracted
Responsible for guaranteeing customer satisfaction by ensuring top-notch customer services
Securing space and meals at Hudson Yards or other L’Oréal locations and ensuring attendee registration for entry through security
Team Administrative Support:
Manage contract and payment process for Medical Relations team by creating all necessary purchase orders and tracking budget forecast and actuals
Manage all inventory of product gratis and swag from warehouse
Onboarding of new vendors
Submission of monthly VP expense report
Ordering of materials and supplies
What we are looking for:
Customer-service mindset when engaging with SBS leadership, field employees and customers
Professional maturity to enable effective partnership with sales leadership and Marketing
Must have strong project management, organizational and communication skills
Excellent attention to detail
Ability to multi- task and meet deadlines
Prior Tradeshow experience, including working with housing bureaus a plus
Ability to learn new tools and systems quickly
Meetings and Event knowledge and experience required
Ability to communicate effectively with employees at all levels, and work well cross-functionally
Ability to manage multiple priorities in a fast-paced, dynamic environment
Knowledge of all Microsoft Office programs including Microsoft Word, Excel, Outlook, and PowerPoint
Physical Demands or Requirements:
Travel required, occasionally over a weekend (up to 30%)
May be required to lift and/or move up to 40 pounds
Education/Experience/ Licenses or Certificates:
Bachelor’s Degree (Marketing, Communications, PR, Hospitality, or related field) preferred.
Trade Show, Event Management or Hospitality industry related experience.
Medical aesthetics and or physician dispensed skincare experience preferred.
Los Angeles, California
skinbetter science is an Equal Employment Opportunity Employer.
Sign up to receive updates on skinbetter science, including special offers, new products, and helpful expert skincare information.
If you are a skincare professional, please connect with us here.