Congress Program Coordinator

About Us

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.

Headquartered in Chicago, with locations in 50+ countries across the world, BCD M&E’s team of 1,800+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.

See what life is about at BCD M&E at bcdme.com/careers

Congress Program Coordinator

We’re looking for a Congress Program Coordinator to join our dynamic team. In this role, you will work with Project Managers to develop and execute logistical tasks and responsibilities related to the planning and implementation of client programs (meetings & events) from concept through execution. Responsible for program tactics and program registration and process management, Congress Programs Coordinators and are in a client facing, "front line" communication position, often tasked with managing escalation for client questions and requests. They also act as a resource for clients, service providers and other staff with regard to guidelines, procedures, and processes.

Your responsibilities

• Understand project services scope and takes responsibility for assisting with different aspects of project execution (including developing and executing all written components of each project, venue and speaker confirmation, registration monitoring, travel coordination, and creation of program materials).
• Interface with clients and service providers; troubleshoot situations immediately and effectively.
• Assist with preparation of materials and arrangements such as name badges, registration materials, conference signage, speaker correspondence, rooming lists, and travel confirmation letters.
• Assist with getting Speakers, fellows etc. (i.e., collection of bios, headshots, presentations etc.)
• Assist with managing and updating online registration portals for each meeting.
• Oversee arrangements for conference shipments and other related vendors
• Assist with onsite management and general support at meetings and conferences as assigned.
• Manage all meeting materials required for project execution, i.e. invitation customization, meeting checklists, itineraries, surveys, etc.
• Data management for each project from conception through execution.
• Implement programs in compliance with regulatory and client-driven guidelines.
• Manage all program details in Project Managers absence to keep forward movement on projects and proactively deliver positive results.
  
  

You’re good at

• Managing multiple priorities and being adaptable. You have exceptional problem-solving skills and are calm under pressure. You can work independently and be a team player.
• Providing superior customer service. You go above and beyond to ensure that our customers have the best experience possible.
• Sourcing venue experience
• Extremely detail oriented projects and have excellent organizational skills. Excellent verbal and written communication skills.
• Microsoft Office Suite
• Cvent registration management
  
  

You might also have

• A high school degree or higher
• One year of experience in a support role, preferably within the meeting planning industry
• Pharmaceutical / Life Sciences experience
• Association and Conference experience
  
  

You Should know

• This role requires travel (up to 25%)
• This role is virtual, preferred business hours within the Eastern or Central time zones
  
  

How to apply

Click apply now to be considered.

THE PERKS

Flexible Working

We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow

Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice

We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move

The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

We’ve got you covered

Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.

It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.

Travel requirements for this role are as follows:25% to 50%

We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the US for the position of Congress Program Coordinator is between $51,700 - $60,000. The actual pay depends on your skills, qualifications, experience, geographical location, and project budget.