Project Coordinator - Medical Conference
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Key skills for this role
About the Role
Yatsudoki Chateraise seeks a Project Coordinator to plan and execute medical conferences, including speaker management, program development, and CME accreditation. The role involves coordinating event logistics, speaker contracts, and conference materials.
Key Skills for This Role
Responsibilities
- Plan every facet of an event and complete all administrative tasks essential for event planning
- Craft event collaterals from bid phase to project completion
- Collaborate with the event team to identify and select appropriate speakers
- Contact and invite speakers, discuss event details, and draft speaker contracts
- Serve as primary point of contact for speakers, addressing questions and special requests
- Coordinate travel arrangements, accommodation, and transportation for speakers
- Manage the conference agenda, including speaker session schedules
- Provide on site support to speakers during the event
- Collaborate with stakeholders to develop the conference program
- Manage collection and organization of presentation materials, abstracts, and papers
- Work on logistics related to the conference venue, such as room setup, AV equipment, signage, and catering
- Collaborate with medical professionals to design CME programs and ensure accreditation compliance
Requirements
- Experience coordinating events, exhibitions, or conferences
- Strong organizational and planning skills
- Excellent communication and interpersonal skills
- Ability to manage multiple tasks and deadlines
- Proficiency in CRM tools (e.g., Maestro)
Full Job Posting
Event Planning
- Project Coordinators have the meticulous responsibility of planning every facet of an event.
- They are accountable for the completion of all administrative tasks essential for event planning, ensuring that these tasks are accomplished within the project manager's designated timeline.
Event Collaterals
- Their responsibility extends to crafting event collaterals requested from the bid phase to project completion.
- Keeping the timeline and requests from the client and project manager as the baseline, they must proactively plan to meet deadlines and ensure the development of event collaterals within the specified timeline set by the project manager.
Speaker Management and Coordination
- Collaborating with the event team to identify and select appropriate speakers who align with the event's theme and objectives.
- Contacting and inviting speakers and discussing event details, including presentation topics and requirements.
- Drafting and managing speaker contracts, ensuring that all terms and conditions are met.
- Serving as the primary point of contact between speakers and the event team, addressing their questions, concerns, and special requests.
- Ensuring that speakers have the necessary equipment, technical support, and presentation materials for their sessions.
- Coordinating travel arrangements, accommodation, and transportation for speakers, if required.
- Managing the event's agenda, including speaker session schedules, and ensuring that speakers adhere to their allocated time slots.
- Providing on site support to speakers during the event, helping them navigate the venue and addressing any last minute issues.
- Gathering feedback from speakers to evaluate speaker performance and improve future events.
Program Management
- Collaborate with stakeholders to develop the conference program, including selecting topics, themes, and speakers.
- Assist in identifying and inviting speakers, coordinate speaker logistics, and ensure they have the necessary resources and information for their presentations.
- Create and manage the conference agenda, including session schedules, speaker time slots, and breaks.
- Manage the collection and organization of presentation materials, abstracts, and papers from speakers and presenters.
- Work on logistics related to the conference venue, such as room setup, audio visual equipment, signage, and catering.
- Maintain regular communication with speakers, presenters, sponsors, and attendees to provide updates and gather information.
- Collaborate with the marketing team to promote the conference, including creating promotional materials and ensuring program information is accurate.
- Address technical issues related to presentations, audio visual equipment, and technology platforms used for virtual or hybrid conferences.
- Wrap up the conference by handling post event tasks, such as archiving materials and conducting post conference evaluations.
CME application
- Collaborate with medical professionals, educators, and regulatory bodies to identify the educational needs and objectives of healthcare providers.
- Work with subject matter experts to design CME programs that align with identified needs and meet accreditation requirements.
- Ensure that all CME activities adhere to the accreditation standards and guidelines set by relevant medical boards or accrediting bodies.
- Prepare and submit CME program applications to accrediting organizations, providing all required documentation and information.
- Maintain accurate records of CME applications, approvals, and documentation, ensuring compliance with record keeping requirements.
Website Planning
- Collaborate with client and project managers to understand the objectives, theme, and content requirements for the event website.
Other Activities
- Inter departmental Coordination
- CRM (Maestro)
- Event Marketing
- Folder Management
- Budget Management
- Communication
- Problem Solving
- Adherence to Goals
- Quality Assurance
Job Type
- Full time
Application Questions
- How many conferences do you manage yearly?
- What is your salary expectation in AED?
- How many years of experience do you have coordinating events, exhibitions, or conferences?
Work Location
- In person
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