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POSITION TITLE: Medical Relations Meeting and Events Coordinator

Description:

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.

Location:

• Los Angeles, California

skinbetter science is an Equal Employment Opportunity Employer.
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