Coordinates virtual and in-person programs from registration through closeout. Responsibilities include building Salesforce registration sites, monitoring RSVPs, managing participant communications and calendar holds, coordinating AV vendors, running virtual workshops, maintaining trackers, finalizing deliverables, and supporting account and business development teams. The role requires managing multiple projects, working across time zones, and occasional domestic and international travel.
Independent Contractor, Program Services Coordinator
What You’ll Do
You will be successful in this position if you are passionate about customer service and are known for exceeding expectations. You need to be hyper-organized and completely comfortable working in a fast-paced, deadline-driven, virtual environment. You need to be self-motivated and able to work across multiple projects in different time zones. You will work closely with your Program Service Director to manage and execute the logistical pieces of each of your assigned programs.
A Day in the Life
Deliverables
- Build, send tests and manage event registration sites using Salesforce and marketing cloud
- Pull RSVP reports for each program, monitor number of registrations and use recruitment tactics provided when registration is low
- Manage communications with AV vendor as needed for your workshops
- Send calendar holds to accepted participants and keep calendar holds updated
- Monitor the shared inbox to reply all emails in a timely manner
- Run workshops virtually in the evening up to three times a month
- Run programs digitally, remotely, during congresses
- Update master tracker tasks daily
- Complete program closeouts, including finalizing participant lists and sending proper deliverables post-event
Internal Responsibility
- Communicate with Accounts team to monitor status of assigned workshops
Business Development
- Partner with account managers and cross-functional teams to support Vaniam Group business development initiatives
Other duties may be assigned to help drive deliverables within this role.
What You Must Have
Education and Experience
- Bachelor’s degree
- 2+ years experience coordinating logistics
Skills and Competencies
- You must be able to execute all deliverables according to both client and internal timelines
- You must be able to successfully balance multiple projects concurrently
- Working knowledge of digital marketing
- Working knowledge of Salesforce and marketing cloud
Travel Requirements
- Ability to travel within the US and internationally as necessary, based on project, client, and organizational needs (<5% travel expected)
The Team You’ll Work Closest With
You will work closely with your Curio Program Service Director as well as their counterparts on the Curio Account team. You may be HCP and client-facing during the planning stages of the program (via phone and email) as well as the on-site execution.
Vaniam Group Chicago, Illinois, USA Office
Chicago, IL, United States, 60602
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