We’re looking for a dynamic and savvy individual to join our team. This individual will perform a variety of administrative duties supporting a team of Project Managers, including building websites and managing attendee registration using Cvent. This person will also design and generate registration-related communications, invitations and reports. Must be able to multitask, establish priorities, and work independently in an energetic, fast-paced environment. Must possess a strong sense of responsibility, accountability and professionalism, self-confidence and poise and be detail oriented. Ability to work cooperatively with others is essential. Possessing a strong work ethic is a must! Able to travel on-site to programs. The Project Coordinator position is a stepping-stone to becoming a Program Manager at MCI USA.
Registration website development and maintenance, email invitation management, master list/data management, rooming list/hotel management, ground transportation manifests, attendee communication and follow-up, mobile event app coordination, reporting, and administrative support, using Cvent registration software
Design and order banners, signage, and printed materials
Manage, maintain inventory, order meeting supplies, order/print name badges, marketing materials and other onsite documentation.
Packing, shipping and tracking materials for projects
Communicate regularly with clients both verbally and in writing
Answer and field phone calls for all client accounts for customer service support with registration process
Provide strong leadership and communication skills to on-site team as well as all vendors, and the ability to lead the housing and attendee management
Attend and act as lead housing manager at all pre-con and post-con meetings with all applicable vendors and clients
Ground transportation management
Comfort learning new software / technology
Provide onsite event support as needed or travel solo to manage smaller programs
DESIRED EXPERIENCE AND QUALIFICATIONS
College Degree and/or previous experience in event planning
Fluency in conversational Spanish a plus
Minimum 1-year experience with Cvent tool desired - Experience managing attendee registration, website creation and event app – Cvent Certified
Minimum 1-year experience of pharma meetings knowledge required
Ability to always provide outstanding client service, under tight deadlines
Strong computer skills especially Microsoft Excel, Word, Outlook and PPT
Excellent verbal and written communication skills
Attention to detail
Problem solving skills
Strong organizational skills – able to handle multiple projects and prioritize workload to accomplish necessary objectives
Ability and willingness to work both independently and as part of a team, while following SOPs
Professional demeanor when interacting with fellow staff, clients and vendors
Diplomatic and discreet
Empathy and authenticity
Desire to learn, grow and excel
MCI USA is an established, family-friendly company offering outstanding benefits and significant growth opportunities.
•13 paid Company Holidays, including closure Christmas Eve - New Year’s Day
•Medical, Dental, Vision and Supplementary Insurances
•Employer paid Group Life Insurance, Short-Term and Long-Term Disability
•Employer paid Family Building Benefit (fertility, adoption, & surrogacy)
•Employer paid Mental Health Benefit
•Pet Discount Program
Proof of vaccination or an approved exemption on the basis of disability or religion must be obtained prior to start date. Successful applicants should contact the People & Culture team if they are interested in learning more about MCI USA’s vaccination requirement.
Candidates must be authorized to work in the United States for any employer without sponsorship.
MCI USA is an Equal Opportunity Employer and is committed to Diversity, Equity, and Inclusion.
BIPOC applicants are strongly encouraged to apply.