Speaker Program Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Schedule, coordinate, and provide support for healthcare professional education programs conducted by Medical Affairs.

• Manage the program calendar from start to finish, which includes identifying educational opportunities, booking HCP faculty, and overseeing scheduling and payment reporting.

• Identify and verify the availability of HCP faculty and speakers; create invitations and calendar holds; manage confirmations, waitlists, cancellations, and rescheduling.

• Develop and maintain a master calendar for HCP education programs while ensuring there are no conflicts.

• Maintain program data related to programs, faculty, and attendees in Salesforce.com and Blackthorn.

• Coordinate travel arrangements for HCPs and internal staff, including room blocks, meals, and office meeting spaces.

• Provide administrative assistance, prepare pre-program materials, offer virtual webinar support, and gather post-program feedback.

• Process, send, and track HCP contracts, and collaborate with Legal on updates to contract language.

• Verify documented needs and fair-market-value rates for HCP engagements; ensure program files are audit-ready.

• Record HCP transfers of value and assist with Open Payments reporting.

• Reconcile expenses using Concur.

• Monitor program types, faculty-led education, and attendance; prepare summaries for Medical Affairs leadership.

• Carry out additional administrative tasks for the Medical Affairs team as required.

⛳️ Requirements

• Background in the medical device or pharmaceutical industry with experience in coordinating medical education programs, events, or operations.

• Highly detail-oriented, with a proven history of scheduling and managing multiple programs simultaneously.

• Exceptional organizational, time management, and communication skills, both written and verbal.

• Familiarity with HCP interaction regulations, including the AdvaMed Code and the Sunshine Act/Open Payments, is preferred.

• Proficient in Salesforce (Blackthorn preferred), Zoom Webinars, Google Suite, and MS Office calendars and spreadsheets.

• A proactive problem-solver who is comfortable working independently in a remote environment and can adapt to shifting priorities.

• BA/BS in a relevant field or equivalent experience.

• Preferred experience of 2-3 years in the medical device or pharmaceutical industry working with Healthcare Professionals (HCPs).

🏝️ Benefits

• Bonus.

• Remote work arrangement.

• Travel within the U.S. up to 3 times per year.