Ancillary Meeting Coordinator

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward. 

Headquartered in Chicago, with locations in 50+ countries across the world, BCD M&E’s team of 1,800+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something. 

See what life is about at BCD M&E at bcdme.com/careers

About the role:

We are looking for two Ancillary Meeting Coordinators to join one of our pharmaceutical global client dedicated teams with you working in Spain. You will support Ancillary Meeting Managers with the successful execution of ancillary meetings associated with pharmaceutical congresses. Your primary focus will be the attendee management which will include attendee registration, communication and data management. As part of this role, you will also have the opportunity to travel onsite on occasion as part of your growth and development within BCD Meetings & Events. You will have an attendee focus, can juggle multiple projects, enjoy data accuracy and event administration. Sound like you? Read on! 

As an Ancillary Meeting Coordinator, you will:

• Build and maintain registration websites, electronic invitations and confirmations for each assigned event following client guidelines and within client / event driven timelines.
• Primary contact for attendee registration and reporting questions and primary attendee liaison which will include Healthcare Professional’s (HCP) liaison and contact (pre, onsite and post event)
• Oversee all aspects of the website design, understanding system capabilities and reporting parameters to ensure data is captured for reporting
• Work within the applicable registration website technology to manage thresholds for arrival / departure parameters, room blocks, attendee changes, activities, data capture and reporting
• Prepare all relevant onsite delegate print work, signage and documents including reports
• Support the project team with pharma compliance reporting requirements
• Provide project planning support within the wider Project Team
• Have the ability to travel onsite on occasion within Europe and worldwide to provide onsite support for larger ancillary and congress attendance

You’re good at:

• Excellent attention to detail and experience in proofing copy, data analysis and cross-checking
• Customer service mindset
• Database and reporting management
• Delegate / attendee management expereince including but not limited to using registration tools
• Analytical thinking: ability to indepentdently and through collaboration troubleshoot to achieve efficient and effective registration procesess
• Proficient in Microsoft office applications
• Ability to react, think on your feet, offer solutions, work on multiple projects / tasks simultaneously
• Ability and want to travel onsite to events in Europe

You might also have:

• Cvent or other meeting technology experience in registration and reporting
• Pharmaceutical event knowledge
• Pharmaceutical compliance knowledge
• Event Management degree or equivalent and/or work experience in the Event Industry

​​​​​​​You should know:

• This is a full-time role (Monday to Friday) Remote based in Spain, if located in or close to Barcelona you can work in our local office on a hybrid basis
• You will be part of a global team with team members based in Europe (Spain, Italy, UK) and the US  
• You must have the ability to travel within Europe to provide onsite event support which may include weekends
• You must have the right to work in the Spain

How to apply:

Click apply now to be considered

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THE PERKS

Flexible Working

We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow

Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice

We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move

The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

We’ve got you covered

Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.

It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.