Veeva10mo ago

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Travel Coordinator - Program/Event

New Jersey - LyndhurstFull-Timemid

Administration & Office SupportTravel Coordinator

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Overview

Veeva Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster.

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Administration & Office SupportTravel Coordinator

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 $3B 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 travel Coordinator will be responsible for travel booking, itinerary management and compliance for pharmaceutical educational events and ensuring that commitments are met on schedule and within budget. This person must maintain consistent communication with various internal and external stakeholders in a high-volume, deadline-driven environment.

Booking travel - arrange and book travel for HCPs, including flights, hotels, ground transportation, etc.

Itinerary Management- creating detailed, accurate travel itineraries and communicating them to the HCPs

Compliance - ensuring all travel arrangements adhere to the company's travel policies, budget constraints, and industry regulations (e.g., visa/passport requirements, health advisories)

Database management - manage promotional educational programs within the proprietary system

Budget management - assisting customer representatives with their program planning budget to ensure they meet customer business rules and guidelines

Frequent daily communication with sales representatives and faculty as needed

Ensuring all event materials are complete and accurate

Work closely with other team members to ensure successful execution of events and travel

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

Effectively manage a high volume of events while also responding to emails and phone calls

Manage and monitor a high volume of emails daily.

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

Must be able to work in-office Tuesday, Wednesday, Thursday

High School diploma or equivalent; College Degree Preferred

1-2 years experience in field or related area (Travel Agency, 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 fast-paced 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

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

We value your time and believe in a transparent hiring process. Here is the process you can expect.

Follow the application process and submit your resume.

Within 3 days, you will receive a link to a personality assessment administered by a third party.

Once you complete the assessment, our team will review your full application package and follow up via email with our decision.

If moving to the interview stage, the process is as follows:

A conversation with the hiring manager
A practical case exercise
A final conversation with our group's Senior Leader.

Once all interviews are complete, the manager will be in touch with a final decision.

Medical, dental, vision, and basic life insurance

Flexible PTO and company paid holidays

Retirement programs

1% charitable giving program

Base pay: $22 - $28/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.

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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 talent_accommodations@veeva.com.