Program Coordinator

Carmel - Indianamid

Project & Program ManagementProgram Coordinator

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Quick Summary

Overview

Key Responsibilities

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…

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At Real Chemistry, making the world a healthier place isn’t just an aspiration—it’s our everyday reality. Our drive to transform healthcare is informed by our blend of deep scientific expertise, human-centred creativity, and AI-driven insights, fostering a unique environment where innovation thrives and our people are impact-obsessed. As a global agency, we provide a full suite of services across healthcare communications and marketing to our clients, including top players in the pharmaceutical and biotech industries.

Our #LifeatRealChem culture is rooted in our people—we believe we are best together and are committed to excellence for both our clients and colleagues. Whether you're a seasoned professional or just starting your career, if you share our passion for healthcare and connection, we invite you to explore our opportunities.

Discover your purpose. Embrace innovation. Experience #LifeatRealChem.

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.

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 Boston, Chicago, Carmel IN, and Lambertville NJ —or remotely within the US, depending on team and business needs. This position will work ET or CT business hours and will require frequent travel.

Responsibilities

~1 min read

→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

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

Our Company values – Best Together, Impact-Obsessed, Excellence Expected, Evolve Always and Accountability with an “I” – really speak to you.
You are adaptable, resilient, and OK with adjusting your scope, responsibilities, and focus as we grow. When things change, so do we. We’re always evolving.
You are proactive, driven, and resourceful with strong prioritization skills and a desire to dive into the data.
You are highly organized self-starter, able to work independently and under tight deadlines.

BA or BS degree preferred; must have minimum of Associates degree
Minimum of one-year relevant work experience is required; project management or meeting planning experience is a plus
Experience working in a team environment and providing customer service
Proficient in Microsoft Office products (Outlook, Excel, PowerPoint, etc). Strong Microsoft Excel experience is highly preferred and will be considered a strong asset in this role
Experience working in multiple technology platforms (eg, CRM’s, SharePoint, Cvent, database platforms). Cvent experience is highly preferred and will be considered a strong asset in this role
A love of travel is a bonus — this role does offer the opportunity to travel, so an enthusiasm for getting out on the road (or in the air!) is a big plus

Pay Range: $55,000-$60,000 + overtime

This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on job-related, non-discriminatory factors including but not limited to work experience, skills, certifications, and geographical location. The Company reserves the right to modify this pay range at any time.

Real Chemistry is proud to be Great Place to Work® certified; check out what our people shared about our culture and workplace on our Great Places to Work Profile here.

We believe we can do our best when feeling our best, which is why we’ve put together a benefits program designed to give you the support you and your family need at every stage of life. Real Chemistry offers a comprehensive benefit program and perks, tailored to your region. Globally, this includes offices in our key markets with free snacks to keep you running all day long, generous holiday and paid time off, options for private medical, dental, and vison plans, and support in saving for the future. Other perks include mental wellness coaching and support and access to more than 13,000 online classes with LinkedIn Learning. Learn more about our great benefits and perks and search specific offerings in your region at: www.realchemistrybenefits.com.

Working with Real HART: Since the pandemic, we have adapted to how our people told us they want to work. We have office locations in cities in the US, UK, and Europe with many employees and clients that serve as hubs where and when they need us. For employees who are within an hour of one of our offices, we expect attendance in the office two days per week, either at a Real Chemistry office or onsite with clients. We are also actively opening new office locations, so if one opens near you, our Real HART policy will apply. We are not looking for attendance for the sake of attendance but believe that the opportunity to coordinate in-office team meetings, 1:1 meetings with managers, taking advantage of on-site learning, and connecting with client partners is a critical to delivering on our purpose of making healthcare what it should be. Outside of these offices, we have regions, where people work remotely but come together quarterly for collaboration, culture and learning opportunities. We call this our Real Hybrid and Regional Teams (Real HART) approach. Real Chemistry believes we are best together – and our workplace strategy fosters connection and collaboration in person – but also supports flexibility for our people.

Real Chemistry is an Equal Opportunity employer. We continually strive to build and sustain an inclusive and equitable work environment where our employees feel empowered to leverage all they bring from their personal lived experience and professional expertise, to make our team the best in the industry. We encourage motivated and qualified applicants to apply without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity/expression, ethnic or national origin, age, physical or mental disability, genetic information, marital information, or any other characteristic protected by federal, state, or local employment discrimination laws where Real Chemistry operates. Should you require accommodations throughout the interview process please let your recruiter know.

*Notice: Real Chemistry and its affiliates' names are being misused by scammers through messaging services, fake websites, and apps. Do not share personal or financial information or make payments to any unverified sources claiming to be connected to Real Chemistry. We are working to stop these unauthorized activities and protect our community. Read more here.