Key Responsibilities

• Serves as the primary contact for healthcare professionals participating as faculty, addressing all project-related travel needs.
• Communicates regularly with faculty and their office staff via email, phone, and text to manage travel logistics.
• Coordinates with a travel agency to book faculty travel for live meetings, including air, train, hotel, and ground transportation, while balancing faculty preferences and project budget considerations.
• Monitors travel progress during the day, at night, and on weekends to ensure smooth execution and resolve any travel-related issues promptly.
• Tracks overall travel expenses and alerts upper management to budget concerns, seeking approval for adjustments as needed.
• Prepares and shares detailed travel and logistics itineraries with faculty prior to regional and live meeting dates.
• Occasionally travels on-site to manage faculty logistics during live meetings.
• Facilitates payment of faculty honorarium and travel-related expenses following their participation in activities.
• Additional responsibilities include assisting with adding housekeeping items to quickbase and on server

Key Skills and Attributes

• Exceptional communication skills
• Ability to coordinate and book travel for multiple projects (air, train, hotel, and car).
• Collaborative style—ability to build effective professional relationships and deliver results
• Strong time management skills and ability to multitask, prioritize, and organize responsibilities in order to meet goals and timelines
• Highly motivated to work independently and as part of a team
• Thrives in a deadline-driven, fast-paced environment
• Excellent verbal and written communication skills
• Attention to detail is mandatory

Key Education and Knowledge

• The ideal candidate will have at least one year of experience in travel coordination, preferably working with VIP clients such as physicians.
• Comprehensive understanding and use of Microsoft Office, Gmail, and the Google Drive