Program Coordinator

Working at Real Chemistry and in the healthcare industry isn’t just a job for us. We got into this field for different reasons, but we all stay for the same reason – to uncover insights, make meaningful connections, infuse creativity, and improve the patient experience by transforming healthcare through AI and ideas.

Real Chemistry creates the world around modern therapies with over 2,000 talented professionals, and for the last 20+ years has, carved out its space at the intersection between healthcare, marketing and communications, data & AI, and the people at the heart of it all. We work with the top 30 pharma and biotech companies and are built for uncommon collaboration—we believe we are best together, bring together experts from a wide range of disciplines collaborate without barriers under a single, unified mission: to transform what healthcare is to what it should be. This one-of-a-kind model allows us to work in a way that better reflects how people experience healthcare—all with the intent to transform healthcare from what it is to what it should be. But we can’t do it alone – you in?

Real Chemistry is a global health innovation company with offices across Europe and the US. We believe that the way to real, transformative change is through the uncommon combination of disciplines, technologies, and our greatest asset – our people. We are currently looking to add to our alchemic mix of more than 1,800 talented professionals. This is a great opportunity to join a dynamic, fast-growing global company committed to making the world a healthier place for all.

Job Summary:

Real Chemistry delivers exceptional meeting and speaker bureau experiences for pharmaceutical and biotech companies, as well as local, state, and national associations. The Program Coordinator provides project-related and administrative support for the execution of live and virtual programs. Programs consist of, but are not limited to, the following: advisory boards, speaker trainings, investigator meetings, sales/training meetings, and speaker programs. The Program Coordinator serves as the liaison between field representatives, HCPs, clients, and the company. This position is a full-time role and is responsible for the preparation and dissemination of all communications regarding assigned projects, as well as ensuring their deliverables are always of the highest quality.

The Program Coordinator is a key member of the agency, managing logistical deliverables such as all participant communications, registration websites, on-site team coordination and materials, food and beverage arrangements, vendor arrangements, and travel logistics. This position is also responsible for routing all forms of communications and other deliverables through the company's internal quality assurance process. The Program Coordinator will provide superior customer service to all contacts while ensuring flawless, hassle-free deliverables, from planning through project closing, across multiple platforms, including live and virtual-based programs.

This is a hybrid role, based in any of our US offices—including New York City, Boston, Chicago, or Carmel, —or remotely within the US, depending on team and business needs.

What you'll do:

• Serve as point of contact for participants, faculty members, sales representatives, and vendors

• Prepare communications and route documents through internal Editorial and QC processes, in preparation for client review/approval

• Create registration website and manage attendance

• Source venues/menus in accordance with client specifications and ensure regulatory compliance

• Coordinate payment with venues

• Assist with audiovisual booking/communication

• Provide on-site manager contract/booking communication

• Prepare, ship, and track on-site box arrival status and reconcile on-site materials

• Assist with post program follow-up

• Assist with program closeout (venue receipts, Sunshine Act reporting preparations, etc)

• Adhere to corporate and industry compliance regulations related to responsibilities

Administrative/Additional Functions

• Daily quality control (QC) responsibility for own work

• Provide occasional support for virtual events, which may include non-standard work hours

• Work schedule/hours: This position requires moderate overnight/weekend travel (up to 20%), and non-standard work hours in accordance with project needs, deadlines, deliverables, event execution, and urgent team requests

• Fulfill other duties and responsibilities as assigned by management

This position is a perfect fit for you if: 

• Our Company