Full job description

Role Purpose :

The Project Coordinator is required to support the planning and execution of conferences and events within the PCO division by coordinating tasks, tracking timelines, and ensuring effective communication across teams. The role focuses on delivering operational support, maintaining documentation, and assisting in meeting client expectations.

Key Responsibilities :

Project Coordination & Operations :

• Support Project Manager in managing project timelines, deliverables, and deadlines
• Coordinate with internal teams (marketing, sales, operations, IT) to ensure smooth workflow
• Track project progress and follow up on pending tasks and action items
• Prepare and consolidate weekly project status reports

Speaker & Scientific Program Management :

• Coordinate with speakers for invites, confirmations, and communication
• Support speaker briefing, training, and presentation requirements
• Manage speaker logistics and provide onsite support during events

Abstract & CME Coordination

• Manage and monitor abstract submission portals, responding to queries from submitters
• Coordinate review timelines with scientific committees
• Collect and compile documentation required for CME/CPD accreditation submissions

Event Collaterals & Marketing Coordination

• Coordinate development and delivery of event collaterals (flyers, brochures, programs)
• Ensure all materials are delivered within agreed timelines
• Liaise with marketing and media partners for content updates and promotions

Event Administration & Documentation

• Maintain organized project documentation and audit-ready records
• Ensure proper filing of contracts, approvals, and communication records
• Provide timely responses to internal and external stakeholders
• Attend client meetings and document minutes, actions, and follow

Data Management & Reporting

• Assist in collecting and analyzing post-event data and feedback
• Support preparation of post-event reports and insights
• Maintain accurate event databases and participant records

Onsite Event Support

• Support onsite execution including registration, speaker coordination, and logistics
• Ensure adherence to event timelines and operational plans
• Assist in resolving onsite issues to ensure smooth event delivery

Qualifications

• Bachelor’s Degree in Event Management, Mass Communication, Marketing, or related field

Experience

• 3 years of experience in event management, conferences, or exhibitions
• Exposure to PCO, healthcare events, or scientific conferences is an advantage

Knowledge & Skills

• Basic understanding of event coordination and project workflows
• Proficiency in MS Office (Excel, Word, PowerPoint)
• Good communication and interpersonal skills
• Strong organizational and time management abilities
• Attention to detail
• Team collaboration
• Willingness to learn and adapt
• Ability to handle multiple tasks in a fast-paced environment

Job Type: Full-time