Displays & Exhibits Coordinator - Event Coordinator - Entry Level

The hiring company is a dynamic and established organization operating within the pharmaceutical and biotechnology sectors, with a dedicated focus on managing congresses, exhibits, and promotional educational programs. This company excels in delivering comprehensive event management solutions to clients, emphasizing compliance, detailed program coordination, and outstanding customer service. Their team-oriented and professional environment fosters innovation and teamwork, making it an ideal workplace for proactive individuals committed to excellence in event logistics and client relations. The company operates primarily from New Jersey, with employees required to be onsite several days a week, supporting collaborative efforts and ensuring seamless execution of projects. The role they are looking to fill is the Display and Exhibits Coordinator position, which is a full-time role supporting work hours from 8:30 AM to 5:00 PM EST. This hybrid role requires the successful candidate to travel to the office in New Jersey three days a week, specifically Tuesday through Thursday, to collaborate closely with internal teams and clients.

The Display and Exhibits Coordinator will hold primary responsibility for coordinating the complete logistics of all congress and exhibit programs. This includes meticulous oversight of event planning stages such as reviewing requests for accuracy, securing necessary approvals, managing registration processes, executing customer-specific contracts, processing payments efficiently, handling marketing materials, and final program reconciliation. The individual will play a central role in ensuring that all phases of congresses and exhibit management adhere to company standards and client regulations. This involves managing promotional educational programs within a proprietary events management platform, assisting customer representatives with budget planning, and ensuring that client business rules and guidelines are adhered to. The coordinator acts as a pivotal communication bridge between customer teams and internal stakeholders, providing status updates and managing follow-ups to ensure no detail is overlooked. The role demands adherence to stringent regulatory compliance standards including OIG and PhRMA codes, maintaining confidentiality and sensitive communication protocols, and upholding intellectual property rights. Additionally, the position requires proficiency in managing a high volume of meetings while balancing responsive communication via email and phone calls.

Candidates who thrive in fast-paced, regulated environments and possess strong organizational skills, attention to detail, and problem-solving abilities will excel in this role. Experience using Gmail and Microsoft Office Suite is essential, along with the capability to quickly learn new software tools. The ideal candidate is personable, motivated, and committed to team collaboration with a positive attitude and the resilience to handle both routine and ad hoc tasks. This position is well-suited for those with backgrounds in sales, hospitality, customer service, or event planning, especially those familiar with pharmaceutical or biotech industries. A B.S. or B.A. degree or equivalent experience is expected, and over three years of relevant industry experience is a strong advantage. The company embraces a "Whatever it Takes" mentality and values employees who can contribute to boosting team morale while maintaining high productivity standards. This role offers an excellent opportunity for career growth in event coordination and client relationship management within a specialized and rewarding sector.