Coordinator - Program/Event (West Coast)

The company Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster. As one of the fastest-growing SaaS companies in history, we surpassed $3B in revenue in our last fiscal year with extensive growth potential ahead.

At the heart of the company are our values: Do the Right Thing, Customer Success, Employee Success, and Speed. We're not just any public company – we made history in 2021 by becoming a public benefit corporation (PBC), legally bound to balancing the interests of customers, employees, society, and investors.

As a Work Anywhere company, we support your flexibility to work from home or in the office, so you can thrive in your ideal environment.

Join us in transforming the life sciences industry, committed to making a positive impact on its customers, employees, and communities.

The Role

The Coordinator will be responsible for executing logistics for pharmaceutical educational events and ensuring that commitments are met on schedule and within budget. This person must maintain consistent communication with various internal and external stakeholders in a high-volume, deadline-driven environment.

What You’ll Do

• Database management - manage promotional educational programs within the proprietary system

• Budget management - assisting customer representatives with their program planning budget to ensure they meet customer business rules and guidelines

• Selection or confirmation of venue, menu, audiovisual, and air/ground transportation arrangements

• Coordinate payment with venues/caterers and any other vendors

• Frequent daily communication with sales representatives and faculty as needed

• Review all venue contracts for accuracy/ensure customer compliance requirements are met

• Ensuring all event materials are complete and accurate

• Work closely with other team members to ensure successful execution of events

• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)

• Effectively manage a high volume of events while also responding to emails and phone calls

• Manage and monitor a high volume of emails daily.

• Cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator)

Requirements

• High School diploma or equivalent; College Degree Preferred

• 1+ years experience in field or related area (Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service)

• Pharmaceutical Speaker Bureau experience is a plus

• Pharmaceutical Event Planning experience is a plus

• 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 fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating customer /company priorities

• Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s), and Gmail preferred

• Located in PST or MST, or willing to work in those timezones.

Nice to Have

• 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

Interviewing with the company

We value your time and believe in a transparent hiring process. Here is the process you can expect.

• Follow the application process and submit your resume.

• Within 3 days, you will receive a link to a personality assessment administered by a third party , unless you have already completed it with the company previously.

• Once you complete the assessment, our team will review your full application package and follow up via email with our decision.

• If moving to the interview stage, the process is as follows:

• A conversation with the hiring manager

• A practical case exercise

• A final conversation with our group's Senior Leader.

• Once all interviews are complete, the manager will be in touch with a final decision.

Perks & Benefits

• Medical, dental, vision, and basic life insurance

• Flexible PTO and company paid holidays

• Retirement programs

• 1% charitable giving program

Compensation

• Base pay: $22 - $28 per hour

• The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions. This position may also be eligible for other types of compensation in addition to base salary, such as variable bonus and/or stock bonus.

#LI-Entry

The company’s headquarters is located in the San Francisco Bay Area with offices in more than 15 countries around the world.

The company is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristics protected by local laws, regulations, or ordinances. If you need assistance or accommodation due to a disability or special need when applying for a role or in our recruitment process, please contact us at [link for members]