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Portfolio Contractor (Project/ Event Coordinator)
Portfolio Contractor (Project/ Event Coordinator)Hornet Staffing, Inc, a GEE Group company • Marlborough, MA, United States
Portfolio Contractor (Project / Event Coordinator)

Portfolio Contractor (Project / Event Coordinator)

Hornet Staffing, Inc, a GEE Group company • Marlborough, MA, United States
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Duties :

Congress Management & Logistics :

  • Own and maintain the master congress spreadsheet covering Marketing-, Sales-, and Market Access–sponsored meetings
  • Coordinate all logistical details to ensure flawless execution with no disruptions
  • Partner with the Brand Lead to submit and track sponsorship applications through internal processes, ensuring timely payment and confirmation of placements
  • Oversee the congress vendor on all deliverables and ensure smooth handoffs that meet meeting and submission deadlines

Speaker Bureau & Program Execution :

  • Manage all administrative requirements for speaker contracting, onboarding, and training
  • Oversee speaker logistics, ensuring all communications are clear, timely, and complete
  • Ensure vendor handles speaker travel and accommodations for product theaters and in-practice programs

    • Material & PRC Management :

  • Route smaller deliverables through PRC, including product theater invitations, congress signage, and pre-conference presentation materials
  • Ensure appropriate quantities of materials are printed, shipped, and delivered to the correct meeting locations

    • Cross-Functional Communication :

  • Support Sales / Market Access / Marketing communications related to meetings and congresses, including pre-conference logistics (e.g., badges, location, hotel, etc.) and post-conference surveys and debriefs so that we can evaluate investment for next year
  • Ensure seamless information flow across teams to support alignment and flawless execution

    • Core Skills by Category :

    Project & Event Management :

  • Congress / event planning and execution
  • Managing complex logistics with multiple stakeholders
  • Maintaining master tracking documents (e.g., congress spreadsheets)
  • Coordinating timelines, deadlines, and deliverables
  • Vendor coordination and oversight
  • Ensuring flawless, disruption-free execution

    • Organizational & Administrative Skills :

  • High attention to detail
  • Strong time management and ability to prioritize in a fast-paced environment
  • Managing speaker contracts, onboarding, and tracking requirements
  • Handling scheduling and program logistics
  • Managing document routing and approvals (e.g., PRC / medical–legal–regulatory processes)

    • Communication & Collaboration :

  • Clear, consistent communication with cross-functional teams (Sales, Marketing, Market Access)
  • Ability to support pre-conference and post-conference communications
  • Coordinating survey distribution and collecting feedback
  • Ensuring seamless information flow across departments

    • Vendor & Stakeholder Management :

  • Overseeing congress vendors on deliverables and handoffs
  • Ensuring compliance with internal processes (e.g., sponsorship submissions)
  • Partnering with external speakers, vendors, and internal brand leads

    • Compliance & Process Management :

  • Understanding of PRC / MLR routing processes for promotional materials
  • Ensuring timely payment and approval workflows
  • Adhering to internal policies around sponsorships and speaker engagements
  • Managing distribution and tracking of printed materials

    • Technical & Documentation Skills :

  • Spreadsheet management (likely Excel or Google Sheets)
  • Tracking logistics, budgets, deadlines, and submissions
  • Experience with project management or event management systems (implied)
  • Preparing and managing congress-related materials and signage

    • Soft Skills :

  • Proactive problem-solving
  • Ability to anticipate needs before issues arise
  • Strong interpersonal skills when working with speakers and cross-functional partners
  • Adaptability and calm under pressure
  • High sense of ownership and accountability

    • Education :

  • Bachelors degree in either Business-related fields (e.g., business administration, marketing, management, operations management, event management / hospitality managment) or Communications, and understands Life Sciences / Healthcare Fields
  • Optional : Certified Meeting Professional (CMP), Project Management Professional (PMP) or CAPM, Event Planning Certificates
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    Event Coordinator • Marlborough, MA, United States

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