Assistant Coordinator

Summary

Join Veeva Systems, a leading life sciences industry cloud company, as an Assistant Coordinator. You will provide administrative support, handling tasks to ensure timely and compliant project completion. This role demands consistent communication with stakeholders in a fast-paced environment. Responsibilities include database management, audience management, virtual attendee management, expense processing, report generation, and communication with sales representatives and speakers. The ideal candidate possesses strong analytical and communication skills, experience in a related field, and proficiency in MS Office Suite. Veeva offers a flexible work environment and competitive benefits.

Requirements

• High School diploma or equivalent
• 1+ years experience in the field or related area (Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service)
• Strong analytical and problem-solving skills
• Professional and clear oral and written communication and etiquette skills to successfully manage high phone and email volume
• Demonstrate ability to work in a dynamic environment, changing planning activities and/or multitasking often to meet fluctuating customer /company priorities

Responsibilities

• Manage promotional educational programs within the proprietary system
• Review and process customers' attendance roster
• Review and upload attendee reports
• Adhere to HIPPA guidelines for patient events
• Review and process speaker expenses, uploading final expenses to the database ensuring that the expense stays within each customer's Travel & Expense Guidelines
• Run daily reports for the distribution of tasks for the day/week
• Frequent daily communication with sales representatives and speakers as needed
• Ensure all program documents are complete and accurate
• Work closely with other team members to ensure successful execution of meetings
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
• Effectively manage various tasks with high volumes while also responding to emails and phone calls
• Manage and monitor emails with volumes of 75-125 total emails daily. (# may change depending on customer size)
• Cover after-hours phone line 5 pm-midnight on a rotated basis (weeks selected by the coordinator)

Preferred Qualifications

• College Degree
• Pharmaceutical Speaker Bureau experience
• Pharmaceutical Event Planning experience
• Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s), and Gmail
• Exceptional attention to detail
• Ability to work and thrive in a team atmosphere
• Positive attitude and maintain a “Whatever it Takes” attitude
• Ability to take on additional ad hoc tasks as needed to support the team
• Ability to maintain productivity while performing repetitive planning tasks every day

Benefits

• Medical, dental, vision, and basic life insurance
• Flexible PTO and company paid holidays
• Retirement programs
• 1% charitable giving program