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 team in our London office. The Program Coordinator position is a core support role in the office, carrying out administrational duties in accordance with the meeting checklist to assist the Program Managers in the preparation and delivery of their meetings. For the right individual, this role can be an excellent career pathway to becoming a Program Manager with Scout.

Responsibilities of this position include but are not limited to:

• Perform data entry into Scout’s proprietary database.
• Assist Program Managers with daily tasks such as; invitation and meeting material proofing, ordering and preparation of printed materials, shipments to and from meetings, printing and packing materials for onsite.
• Coordinate visa applications as necessary for meeting attendees and Scout staff.
• Provide out of office coverage for Scout Program Managers which involves email coverage for client, attendee and vendor communications, data entry, status reports for upcoming meetings, client calls, processing attendee reimbursements.
• Serve as a back-up point of contact to our clients, hotels, travel agencies, ground transportation, audio/visual supplier and other related parties for each event coverage is being provided.
• Provide general office management support to ensure stock levels of basic stationery items / meeting materials / PM onsite equipment is sufficient for upcoming meetings and in good working order.
• Assist with daily management of office facilities such as; incoming deliveries, kitchen cleanliness and maintenance, supporting Operations Manager with communications with landlord for any building related issues.
  

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

• Minimum of 1 year work experience within the hospitality industry
• Valid passport required.
  
  

The ideal candidate will have the following competencies and qualities:

• Highly ethical and of good character
• Strong customer service orientation
• Work well within a team environment
• Strong communication skills (written, verbal and listening)
• Friendly and outgoing personality
• Flexible attitude
• Attention to detail
• Strong organizational skills – able to handle multiple projects and prioritize workload to accomplish necessary objectives with minimal managerial oversight
• Proficient with MS Office Suite, PowerPoint, and database programs
• Ability to solve problems
• Ability to work within strict timelines and under pressure
• Ability to work independently as well as follow strict instructions
• Ability to positively accept constructive criticism
• Diplomatic and discrete
  
  

Scout offers a competitive compensation and benefits package that includes contributions to your HSA and 401k. Visit our website at

WE ARE AN EQUAL OPPORTUNITY EMPLOYER