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Project Manager – Meetings Logistics

4 months ago

Canada X4 Communications Full time

Project Manager – Meetings Logistics


A boutique medical communications agency, based in Toronto, is looking for a Project Manager to join the team and lead on all meetings logistics. The role is remotely set up, with travel only required to a portion of live meetings


The Medical Communications Agency:


This is a boutique, privately held, medical communications team that are widely recognised for their presence in the live & virtual meetings and events space. The team are high science in nature and have worked to build a diverse team with agency experience, combined with clinical, research and industry backgrounds to allow them to best service their clients. Founded 12+ years ago, they have built a reputation of being able to seamlessly meld the fundamentals of health science with inspired strategic marketing & share a companywide passion to make a difference.


Project Manager – Meetings Logistics:


As the PM, you will be responsible for providing coordination and management of event logistics in support of the medical communication teams, ensuring best practices and efficiencies throughout. You will serve a central role in the daily operations of client specific projects that have a logistical component and work closely with all internal and external stakeholders – scientific team, clients, HCPs, and third-party vendor. The PM’s strengths are derived from a solid administrative and project management skillset, as well as people management skills garnered in an event or agency setting.


Key responsibilities:


  • Own all meeting set up responsibilities i.e. travel, accommodation, catering.
  • Coordinates and tracks client meeting invitee, confirmation and reminder correspondence.
  • Develops and maintains company templates and office Standard Operating Procedures (SOP’s) pertaining to logistics and appropriate target audiences.
  • Contributes to the development of proposals, statements of work (SOWs) and Sales Orders with the team.
  • Purchases and/or coordinates delivery of supplies associated with logistical components of meetings (e.g., printed materials).
  • Coordinates with the Team and medical communications project managers to ensure physician information is captured, updated and housed appropriately.
  • Assists the Team with the development and tracking of project timelines and estimates for logistics projects.
  • Facilitates quotes and invoicing from outside vendors.
  • Provides high level customer service to clients, meeting invitees, internal and external vendors.
  • Troubleshoots, as appropriate.


Required skillset:


  • 3-5+ years of experience in a project/meetings orientated role, within a medical communications agency.
  • Very strong communication, organizational and interpersonal skills.
  • Impeccable attention to detail & highly organized work style
  • High computer literacy; Word, PowerPoint, Excel, Outlook, Teams
  • An enjoyment of handling the logistics, liaising with several different stakeholders, and an ability to handle several moving parts at once in the busy seasons
  • Ideally, a working knowledge of Quebec French.