Coordinator – Speaker Bureau Services

Health & Wellness Partners, LLC, is currently looking for a Coordinator to support our Speaker Bureau and Peer-to-Peer programs. In this role, the ideal candidate will understand the rules and process requirements of the Speaker Bureau and Peer-to-Peer programs and will work collaboratively with team members to ensure speakers are confirmed, honoraria have been determined and reserved, and programs are transferred to the meeting planners in a concise and timely manner.

Specific responsibilities include:

  • Coordinating all details related to speakers for Peer-to-Peer programs, including:
    • Collecting meeting requests
    • Entering program data into the database
    • Identifying desired speakers
    • Determining availability
    • Calculating honoraria
    • Corresponding maximums
    • Determining the need for client approvals
  • Assuring all aspects of the program are communicated, including making clear and concise notes in the shared files and other communication as needed
  • Understanding and complying with all internal and client processes and procedures
  • Staying on top of programs in progress by following up with speaker and/or client representative
  • Working with travel agent for trip itineraries
  • Pulling and distributing all required reports
  • Handling all registration requests for assigned programs and resolving any queries
  • Serving as the point of contact for client representatives troubleshooting any portal issues, or taking actions needed based on changes in speaker credentials
  • Assuring all forms, standard emails, and miscellaneous pieces are created and updated as needed
  • Creating notes in the database to assure all aspects of program status are communicated
  • Supporting the training and onboarding of new team members

The qualified candidate will have 1–2 years of experience with an excellent telephone demeanor and the ability to multitask. Proficiency in Microsoft® Access, Excel, Word, and Outlook are required, and previous experience in medical communications or medical advertising agency is a plus.


Please send cover email and resume to HR@hwpnj.com.