SPEAKER BUREAU/EVENTS COORDINATOR
VitaminMD
Reports to: Manager, Speaker Bureau
Job Summary
The Speaker Bureau/Events Coordinator acts as the central hub between pharmaceutical clients, field sales representatives, medical speakers, and venue. The role balances strict regulatory compliance with seamless live, virtual, or hybrid event execution.
- Program Coordination: Plan and execute live, virtual, and hybrid speaker programs or other related events from kickoff through close-out, including date selection and room scheduling.
- Speaker & Client Management: Serve as the primary point of contact for speakers and clients, handling recruitment, availability, travel arrangements, and pre-program briefings.
- Compliance & Data Stewardship: Enforce standard operating procedures (SOPs), track speaker payments, and ensure all interactions are logged
- Logistics & Vendor Management: Coordinate venue selection, contract negotiation, food and beverage orders, and audiovisual (AV) requirements—often working alongside third-party agencies.
- Invitation & RSVP Tracking: Generate program invitations, manage registration or RSVPs, and track attendance lists.
- Financial Reconciliation: Monitor program budgets, process speaker honoraria/expense claims, reconcile invoices, and compile post-event financial reports
- Bachelor's degree required
- 1 year of relevant experience in pharmaceuticals or event planning
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Strong oral and written communication skills
- Team-oriented mindset with a proactive approach to problem-solving
- Willingness to go beyond what is described in the job description and be flexible for the team, and ultimately, the work
For U.S. Job Seekers, it is the policy of Ca+Co to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law. EOE/AA/M/D/V/F.
Skills Required
- Bachelor's degree
- At least 1 year of relevant experience in pharmaceuticals or event planning
- Proficiency with Microsoft Office, including Word, Excel, and Outlook
- Strong oral and written communication skills
- Team-oriented mindset and proactive problem-solving approach
- Flexibility and willingness to support responsibilities beyond the stated job description
What We Do
Calcium+Company is an award-winning health communications group dedicated to nourishing companies and brands across their full lifecycle. To collaborate with a broad array of diverse clients and deliver innovative solutions, we’re organized around specialty divisions that include Calcium (healthcare marketing), Vitamin MD (medical communications), PRotein (public relations), Amino (oncology marketing), and Cobalt (commercial planning and market access). Our integrated strategy group, which combines brand, medical, and engagement strategy into one solution, works across Calcium+Company to deliver strategy grounded in behavioral science and data analytics. We are proud of our work but equally proud of our culture and were recently ranked one of MM+M’s 2024 Best Places to Work. Calcium+Company is led by CEO Judy Capano and Group President Greg Lewis. #nourishmentforlife
