Jobs and Careers

Independent Contractor - TouchPoint Meeting Scheduler

United States, United Statesfull_timeVerifiedPosted 26 Feb 2025

About the role

Contractor for TouchPoint Meeting Scheduling Assistance, Program Services

Vaniam Group is looking for an independent contractor to arrange small, 30–60-minute meetings between its client pharmaceutical team members and their customers (Health Care Professionals, HCPs). You will be aligned to a single team and required to schedule a set number of meetings to execute in a LIVE setting at an upcoming oncology and/or hematology conference. You must have a strong sense of urgency, be a quick learner and be able to communicate concisely, effectively, and professionally in order to act in the best interest of Vaniam Group. You must be exceptionally professional and have extreme attention to detail.

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

List scrubbing to find missing email addresses, institutions, city/states, etc.
Participating in internal cross-checks to identify duplicate names to ensure all target recruitment lists are clean
Manually send individual invitations out from Outlook or scheduling platform (client-dependent) to target HCPs for assigned team(s)
Administer regular follow up communication to ensure email invitations are not missed
Manage the back-and-forth email communication between the participating parties to secure a meeting date, time and location that works for everyone involved
Work directly with HCP admins as needed
Maintain scheduling status notes in real time to keep the internal team and clients ‘in the know’
Utilize the team’s internal room scheduler to ensure meeting space is available for all confirmed meetings
Send separate external and internal calendar holds for every confirmed meeting to include all participating team members
Manually manage and track all calendar hold responses to give the clients sightline into meeting attendees
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
Work directly with clients who are double-booked to ensure all meetings have the proper coverage / attendees
Manage all reschedule requests in real time
Attend weekly external status calls with the client(s) to provide specific updates as requested and ensure recruitment timeline milestones are being met
Attend weekly internal calls to maintain the project organization behind the scenes
Be available to clients during standard business hours to answer pop-up / urgent status questions
Pull RSVP reports as requested
Escalate issues and/or concerns to the internal project lead in real time
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)

Experience:

2+ years of meeting planning experience
2+ years of experience with recruitment
Proficient in MS Office Suites, Zoom, MS Teams, Outlook, Google Sheets

Availability:

You will need to have availability for a consistent allotment of hours during traditional working hours and weekdays, M-F, 9AM – 5PM ET. You will also 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).

NOTE: Starting the week of May 5, you will need to have availability of a minimum of five hours a day, during the ‘traditional’ working hours (M-F, 9AM – 5PM ET).

Week of:

February/March - Interviews

March 24 - 2-5 hours | Contracting, IT setup, team introductions

March 31 - 2-5 hours | Onboarding / training

April 7 - 5-10 hours | Onboarding / training

April 14 - 5-10 hou