Conference and Event Coordinator

  • Syneos Health
  • New York, NY, USA
  • Mar 12, 2019
Full time Adminstration Conferences Event Coordination Event Planning Meetings

Job Description

Conference and Event Coordinator



Conference & Event Coordinator – Global Corporate Communications & Marketing Team

Syneos Health is the only fully integrated biopharmaceutical solutions organization. Our company, including a Contract Research Organization (CRO) and Contract Commercial Organization (CCO), is purpose-built to accelerate customer performance to address modern market realities. Created through the merger of two industry leading companies – INC Research and inVentiv Health – we bring together more than 21,000 clinical and commercial minds with the ability to support customers in more than 110 countries. Together we share insights, use the latest technologies and apply advanced business practices to speed our customers’ delivery of important therapies to patients. To learn more about how we are shortening the distance from lab to lifeTM visit


Job Summary:

The Global Corporate Communications & Marketing (GCC&M) team is seeking a results/detail-oriented conference & event professional to join the Market Engagement team. Reporting to the Director of Corporate Conferences & Events the coordinator will work closely with the Conference & Event team on small conferences & events, internal meetings. This full-time, Coordinator role requires the ability to work on multiple projects concurrently and manage time efficiently to meet deadlines. Strong interpersonal and organizational skills are a must as this role will require a significant amount of logistical tracking. Equally important, the ideal candidate will have a positive attitude, high energy, team spirit and a drive to deliver results.

Additional Job Responsibilities:

· Provide dedicated administrative support to the Corporate Conference and Event Director (e.g., scheduling and calendar maintenance, meeting planning, travel bookings in Concur, expense reporting in Oracle )

· Will serve as the “go-to” person on the team and point of contact for all team inquiries, system questions, etc.

· Familiarity with the GCC&M annual budget and associated invoicing process; ability to submit team invoices, track expenditure and reconcile figures

· Participation in regular GCC&M meetings; facilitating follow-up with key stakeholders to ensure prioritization, understanding and completion of key initiatives

· Supports planning of small conference and small meeting logistics including: sourcing, negotiations, contracting, registration, room block, F&B, AV, budget etc

· Maintains the records of all event/meeting aspects, including financial details by reviewing final bills, approving spend and ensuring payment to the vendor.

· Ability to directly negotiate with outside service vendors and develop and maintain positive vendor relationships

· Work with third party vendors to execute conferences and evets e.g. exhibit management house, travel management partner, hotels, DMC’s ect

· PowerPoint development for conference and meeting weekly planning calls 

-Ability to power ad-hoc request and support team members on specific projects as appropriate



Minimum Qualifications 

This candidate should be able to use independent discretion and judgment while providing administrative support and project management for executive-level projects. This person will enjoy a collaborative work environment and manage schedules and project timelines to ensure deadlines for deliverables are met, proactively providing updates on project progress as necessary. 

  • Bachelor’s degree in hospitality, business, communications or relevant coursework
  • 3+ years’ experience in similar Meeting ,conference or event coordination role is a must
  • Strong organizational and time management ability
  • High proficiency in MS Excel, PowerPoint and Word required
  • Detail orientation with demonstrated ability to manage multiple projects and competing deadlines
  • Demonstrated problem-solving and troubleshooting skills, particularly within a team environment
  • Strong interpersonal skills and excellent communication (both verbal and written) skills
  • Success working in a fast-paced, exciting and dynamic environment that requires flexibility and the willingness to switch gears on short notice
  • Relevant work experience
  • Ability to work in a collaborative environment as well as independently
  • Excellent communication and interpersonal skills
  • Good problem-solving skills
  • Strong influencing and negotiation skills


  • Extensive use of keyboard requiring repetitive motion of fingers
  • Regular sitting for extended periods of time
  • Some travel required
  • Ability to lift 50 lbs


Primary Location

 North America - USA-New-York-450-W-15th Street






 Yes, 50 % of the Time

Employee Status


Syneos Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, marital status, ethnicity, national origin, sex, gender, gender identity, sexual orientation, protected veteran status, disability or any other legally protected status and will not be discriminated against.