Travel Coordinator - Program/Event

About the role

The travel coordinator owns the end to end execution of travel and accommodation arrangements for pharmaceutical educational events across multiple internal teams. They are responsible for maintaining compliance with established travel policies while ensuring all commitments are met on schedule and within budget. This role requires consistent communication with internal stakeholders, external vendors, and event organizers in a high volume, deadline driven environment. The coordinator will manage itinerary details, booking confirmations, and documentation to support smooth event execution. They will proactively identify potential issues and implement solutions to prevent disruptions to the event schedule. This position supports the mission of transforming the life sciences industry by enabling educational events that bring therapies to patients faster. The coordinator contributes directly to customer success and employee success by facilitating the logistics that allow Veeva teams to engage effectively at these events.

Key facts

What you'll do

Coordinate travel booking and itinerary management for pharmaceutical educational events to ensure adherence to schedule and budget constraints.

Perform compliance checks on travel arrangements against company policies and regulatory requirements for life sciences events.

Manage high volume of travel requests while maintaining clear communication with internal stakeholders and external vendors.

Track deadlines for event related travel arrangements and resolve issues that may disrupt commitments.

Maintain detailed records of travel documentation, confirmations, and receipts for audit and reporting purposes.

Support the execution of educational events by coordinating transportation, lodging, and ground arrangements for attendees.

Utilize travel management systems to update booking details and monitor changes in real time for itinerary accuracy.

Collaborate with cross functional teams to align travel plans with event objectives and customer success outcomes.

Implement solutions for potential disruptions in travel schedules to uphold the integrity of pharmaceutical educational events.

Contribute to process improvements that enhance the efficiency and reliability of travel coordination for ongoing program activities.

Gather requirements from stakeholders to ensure travel arrangements meet the specific needs of each event and associated commitments.

Provide timely updates to internal teams regarding travel status, changes, and any issues that require escalation.

Verify that all travel arrangements comply with company guidelines and legal regulations applicable to the life sciences industry.

Assist in the preparation of travel budgets and forecasts to support financial planning for educational event logistics.

Requirements

Candidates must possess strong organizational skills and the ability to manage multiple priorities in a deadline driven environment.

Applicants should have experience with travel booking and itinerary management, preferably within the life sciences or pharmaceutical sector.

Individuals must demonstrate proficiency in using travel management systems and common office productivity software.

You must be able to commit to working full time hours as required for this position in New Jersey.

Eligible candidates should have a high school diploma or equivalent, with additional education or training in related fields preferred.

This role requires the ability to communicate effectively with internal teams, external vendors, and event stakeholders.

Candidates must be willing to adhere to company policies, compliance standards, and regulatory requirements for travel in the life sciences industry.

Relocation may be required for this position, and candidates must be eligible to work in the designated location.

Nice to have

Previous experience in coordinating travel for educational or pharmaceutical events is preferred.

Familiarity with regulatory considerations for life sciences travel arrangements may be beneficial.

Experience working in a public benefit corporation environment that values customer success, employee success, and speed.

Knowledge of Veeva systems or industry cloud concepts may support success in this role.

Practical notes

This role operates on a full time schedule with expectations for consistent availability during standard business hours.

Travel may be required as part of event coordination, and candidates should be prepared to manage arrangements that involve varying locations.

Candidates must be eligible to work in the designated location and comply with all applicable employment laws and visa requirements.

Deadlines for travel arrangements will align with event schedules, requiring attention to detail and timely execution.