Independent Contractor - TouchPoint Meeting Logistics Assistance

TouchPoint Meeting Project Logistics Assistance, Program Services

 TouchPoint Meetings, organized by the Program Services department at Vaniam Group involves managing project logistics and execution associated with the arrangement of small, 30–60-minute meetings between pharmaceutical team members and their customers (Health Care Professionals, HCPs). The is responsible for handling all tasks related to HCP communication, meeting scheduling, aligning the team of TouchPoint Schedulers, ensuring proper meeting room set-up and onsite execution. Execution typically takes place in a LIVE setting at an upcoming oncology and/or hematology conference. You will work closely with the Client Services (CS) team throughout the project to monitor scope and ensure client satisfaction.
You must have a strong sense of urgency, be a quick learner and be able to communicate concisely, effectively, and professionally to act in the best interest of Vaniam Group. You must be exceptionally professional and have extreme attention to detail

Key responsibilities include, but are not limited to the following:

• Manage project timeline to ensure key dates and deadlines are being met
• Participate in internal project kick-off and obtain pertinent information from CS​
• Create slide deck for project kick-off with client, including drafting timeline​
• Create HCP target list template for completion by client teams​
• Create invitation draft to be used in HCP outreach
• List scrubbing to find missing email addresses, institutions, city/states, etc.
• Internal cross-checks to identify duplicate names to ensure all target recruitment lists are clean
• Create and manage all logistical documents throughout project (Master Tracker, Room Scheduler) and provide reports as needed
• Attend and participate in all client calls, including status calls and alignments​
• Attend and participate in all Senior Leader briefing calls
• Hold one-off calls with meeting owners or functional leads regarding recruitment​ as needed
• Manage flow of shared inbox communication
• Ensure internal team of schedulers throughout project to include training and being their main point of contact for questions
• Ensure individual invitations are sent from Outlook or scheduling platform (client-dependent) to target HCPs on time without error
• Ensure all scheduling status notes are maintained in real time to keep the internal team and clients ‘in the know’
• Ensure all client blackout dates and times are cross-referenced during the scheduling process to avoid double bookings or unnecessary rescheduling
• Carefully track all scheduled, cancelled, and rescheduled meetings
• Provide HCP names to internal team for bio creation as needed throughout project
• Escalate issues and/or concerns to the appropriate internal resources as needed
• Ensure all communications are effective, efficient, and streamlined
• Be comfortable and willing to communicate as needed with both internal team members and clients via personal mobile (texts and / or phone calls)
• Main point of contact/lead for onsite execution to include managing schedules, and room set-ups​
• Responsible for post-execution final logistics reporting

Experience 

• 5+ years of meeting planning, project management or client service experience
• 3+ years of experience with recruitment and medical communications preferred
• Proficient in MS Office Suites, Zoom, MS Teams, Outlook, Google Sheets

 

Availability:

The Lead will need to have availability to monitor emails and Slack throughout the day to ensure prompt response times.   

Travel:

• This position will likely include travel to manage the onsite execution of the scheduled meetings at the conference.  
• All team members must adhere to current policies in order to travel on behalf of Vaniam Group.  
• Onsite days will be long and include a lot of time on one’s feet. Lead must be comfortable with lots of walking and sporadic breaks.
• If asked to travel, on-site execution would be in Chicago, IL.

Availability:
You will need to be available for a consistent allotment of hours during traditional working hours and weekdays, M-F, 9AM – 5PM ET. You will need to have availability to monitor emails and Slack throughout the day to ensure prompt response times.

Example of anticipated weekly hours: 

The below is a sample to outline the anticipated time commitment for each week leading up to the conference. The weekly time commitments will vary based on the client teams and project recruitment start dates which are determined by the client team(s).  Week of:February - In