Assistant Coordinator

Description

Veeva Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster. As one of the fastest-growing SaaS companies in history, we surpassed $2B in revenue in our last fiscal year with extensive growth potential ahead.

At the heart of Veeva are our values: Do the Right Thing, Customer Success, Employee Success, and Speed. We're not just any public company – we made history in 2021 by becoming a public benefit corporation (PBC), legally bound to balancing the interests of customers, employees, society, and investors.

As a Work Anywhere company, we support your flexibility to work from home or in the office, so you can thrive in your ideal environment.

Join us in transforming the life sciences industry, committed to making a positive impact on its customers, employees, and communities.

The Role

The Assistant Coordinator will be responsible for providing support by handling administrative tasks to ensure that commitments are met on schedule and within compliance. This person must maintain consistent communication with various stakeholders in a high-volume, deadline-driven environment.

The Role

What You’ll Do

Database management - manage promotional educational programs within the proprietary system

Audience Management – review and process customers' attendance roster

Virtual Attendee Management – review and upload attendee reports

Adhere to HIPPA guidelines for patient events

Review and process speaker expenses, uploading final expenses to the database ensuring that the expense stays within each customer's Travel & Expense Guidelines.

Run daily reports for the distribution of tasks for the day/week.

Frequent daily communication with sales representatives and speakers as needed

Ensure all program documents are complete and accurate

Work closely with other team members to ensure successful execution of meetings

Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)

Effectively manage various tasks with high volumes while also responding to emails and phone calls

Manage and monitor emails with volumes of 75-125 total emails daily. (# may change depending on customer size)

Cover after-hours phone line 5 pm-midnight on a rotated basis (weeks selected by the coordinator)

Requirements

High School diploma or equivalent; College Degree Preferred

1+ years experience in the field or related area (Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service)

Pharmaceutical Speaker Bureau experience is a plus

Pharmaceutical Event Planning experience is a plus

Strong analytical and problem-solving skills

Professional and clear oral and written communication and etiquette skills to successfully manage high phone and email volume

Demonstrate ability to work in a dynamic environment, changing planning activities and/or multitasking often to meet fluctuating customer /company priorities

Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s), and Gmail preferred

Nice to Have

Exceptional attention to detail

Ability to work and thrive in a team atmosphere

Positive attitude and maintain a “Whatever it Takes” attitude

Ability to take on additional ad hoc tasks as needed to support the team

Ability to maintain productivity while performing repetitive planning tasks every day

Perks & Benefits

Medical, dental, vision, and basic life insurance

Flexible PTO and company paid holidays

Retirement programs

1% charitable giving program

Compensation

Base pay: $20 - $25 per hour

The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions. This position may also be eligible for other types of compensation in addition to base salary, such as variable bonus and/or stock bonus.

#LI-Remote

Veeva’s headquarters is located in the San Francisco Bay Area with offices in more than 15 countries around the world.

Veeva is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristics protected by local laws, regulations, or ordinances. If you need assistance or accommodation due to a disability or special need when applying for a role or in our recruitment process, please contact us at [email protected].