Meeting Planning Program Coordinator

Salary :

$40,000 - 45,000 yearly

Company : Scout

Job Type : Full Time

Dallas, Tx

Job Description - Meeting Planning Program Coordinator

Established in 1996 and rebranded to Scout in 2024, we built our foundation on planning meetings for numerous organizations within the life sciences sector (Scout Meetings). In response to emerging industry needs, we expanded our services to include Scout Clinical, one of the top providers of clinical trial patient travel and reimbursements, and Scout Academy, our secure, online, on-demand learning management system that ensures global compliance.

Scout is recognized as a leader in our field for innovation in service, attention to detail, our stellar team members, and making the complex easier. If this interests you, we’d love to have you join our rapidly growing team!

Position Summary:
We are looking to hire a talented, eager, and skilled Program Coordinator to join our meeting planning team in our North Dallas office. The program coordinator supports the program management team and provides a great opportunity to grow into a program manager position.

Responsibilities of this position include but are not limited to:

Perform data entry into Scouts customized database.
Provide out-of-office coverage for Scout Program Managers, which involves handling any and all duties as needed for those Program Managers. Duties may include:
- Invitation and registration process;
- Oversight of travel arrangements including flights, visas, and airport transfers;
- Update/maintain database;
- Generate and provide attendee status reporting;
- Oversee all aspects of hotel arrangements including rooming list, meeting space, food and beverage, and audio/visual equipment);
- Collect and reproduce all speaker presentations;
- Generate and distribute all other collateral,
- Ensuring that materials are professional and appropriately reflect client and MPW standards
Serve as a backup point of contact for our clients, hotels, travel agencies, ground transportation, audio/visual suppliers, and other related parties for each event; coverage is being provided.
Assist Program Managers as required.
Organize and execute virtual meetings.
Complete all required initial and ongoing training within a reasonable or provided timeframe.

The ideal candidate will have the following experience, skills, and knowledge:

BA or equivalent experience
Minimum of 1 year of work experience within the hospitality industry preferred

The ideal candidate will have the following competencies and qualities:

Excellent interpersonal skills (good communicator, friendly, outgoing)
Proficient with MS Office Suite, PowerPoint, and database programs
Attention to detail
Organized with an ability to prioritize and multi-task
Patient, flexible attitude
Excellent time management
Thrive in fast-paced environments, maintaining performance under pressure
Self-motivated and results-driven, while following instructions to achieve optimal outcomes
Eager to learn and develop, with a high level of coachability and growth mindset
Ability to evaluate and negotiate proposals from 3rd party suppliers
Innovative problem solver, using critical thinking to address challenges proactively
Collaborative team player, fostering positive relationships with colleagues and clients

Scout offers a competitive compensation and benefits package that includes contributions to your HSA and 401k. Visit our website at www.scoutclinical.com or follow us on LinkedIn for other employment opportunities.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER

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Meeting Planning Program Coordinator

Job Description - Meeting Planning Program Coordinator

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