Job Description

Seeking an Event Coordinator for a consulting positions at a pharmaceutical client in Basking Ridge, NJ (hybrid).

Qualifications:

- Bachelor's Degree Preferred

- 1+ years of related work experience required

- Event and meeting planning experience required

- Proficient in Microsoft Outlook, Word, Excel, PowerPoint required

- Experience in a Human Resources environment preferred

- Experience working with senior level leaders and management levels; internal and external personnel, preferred

- Pharmaceutical industry or similar experience is a plus

Job Schedule:

Worker will work onsite typically Tuesday-Thursday (sometimes on a Monday and sometimes on a Friday; Fridays are rare). Hours are typically 8AM-5PM and could vary based on a training calls or event starts early for set-up or goes late. There is some flexibility with start and end times based on events, meetings, and training class needs. Work schedule will be primarily 37.5 hours however if there are events the work hours could go over 37.5 hours.

Job Summary:

Responsible for providing general administrative level support in managing the day-to-day operations of various Human Resources (HR) initiatives and projects with a local and global footprint. Will assist with a variety of HR related tasks and activities in support of functional programs, processes, and services. This could include scheduling and arranging meetings, logistics, invitations, document preparation, file management, ordering supplies, monitoring expenditures, and maintaining records, etc. They must have an excellent understanding of how to manage their tasks with strict deadlines while staying within budget constraints by effectively utilizing resources.

Responsibilities:

- Provide general coordinator support across the HR Functional Centers of Excellence.

- Project coordination support for various HR initiatives, projects, and related activities. Examples include but are not limited to, Take Your Children to Work Day, ongoing Benefits, Inclusion Diversity, Learning Development, and All Hands HR events as well as Talent Acquisition activities, etc.

- Schedule and organize meetings and events (in-person, virtual and hybrid).

- Manage calendars, registrations, invitations, email boxes, etc.

- General program and event planning support. Responsible for logistics, which may include, scheduling, calendar invitations, reserving meeting space and catering, room set up and technology (A/V), printing, ordering materials and supplies, and coordinating participants, guest access and facilitators, etc.

- Update and maintain documentation and files as needed, may include presentation handouts, job aids, manuals, etc., as well as proofing, editing, and copying.

- Liaise with vendors; track expenditures, manage purchase orders and accruals.

- Keep updated records and create reports. Develop and maintain various distribution lists and spreadsheets.

- Maintain consistent communication with internal and external stakeholders.

- Seek opportunities to increase efficiency and process improvements where applicable.

- Organize, coordinate, and follow up on special projects as assigned.

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