Account Services Associate

Position Overview
The Account Services Representative supports the successful planning, coordination, and execution of client programs and initiatives across Innovative BioPharma’s medical communications, educational, meeting management, and association management services.

This position works closely with Account Managers, clients, faculty, vendors, and internal team members to ensure projects are executed efficiently, deadlines are met, and client expectations are exceeded. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple projects simultaneously in a fast-paced environment.

Key Responsibilities
Account & Client Support

  • Support Account Managers in the day-to-day management of client accounts.
  • Participate in client status calls and internal planning meetings.
  • Prepare meeting agendas, status reports, and action item trackers.
  • Maintain project documentation and ensure timely follow-up on outstanding items.
  • Assist in coordinating communications between clients, faculty, vendors, and internal team members.

Project Coordination

  • Assist in the planning and execution of educational, scientific, and promotional programs.
  • Develop and maintain project timelines and task trackers.
  • Monitor deadlines and ensure deliverables are completed on schedule.
  • Coordinate internal team activities to support project execution.
  • Track project milestones and communicate status updates to Account Managers.

Meeting & Event Management
Support the execution of:

  • Advisory Boards
  • Scientific Exchanges
  • Speaker Programs
  • Educational Webinars
  • Medical Conferences
  • Board Meetings
  • Training Programs

Responsibilities include:

  • Managing meeting invitations and recruitment communications.
  • Tracking attendee registrations and confirmations.
  • Coordinating faculty documentation, contracts, and compliance forms.
  • Preparing meeting materials including agendas, biographies, participant lists, name badges, and evaluation forms.
  • Supporting onsite meeting execution as needed.

Coordinating with logistics vendors regarding meeting needs.

Faculty & KOL Coordination

  • Assist with recruitment and management of Key Opinion Leaders (KOLs).
  • Collect and track required documentation including:
    • FMV Agreements
    • Conflict of Interest Forms
    • W-9 Forms
    • Wire Transfer Information
    • Employee Approval Forms
  • Monitor completion of contracts and payment documentation.
  • Maintain faculty databases and contact records.

Vendor Coordination

  • Serve as a liaison between IBP and external vendors.
  • Assist with production timelines and deliverables.
  • Coordinate print materials, registration platforms, and digital assets.
  • Track vendor deliverables and deadlines.

Financial & Administrative Support

  • Assist with project budget tracking.
  • Process and track invoices from vendors.
  • Support honoraria and expense reimbursement processes.
  • Maintain accurate project financial documentation.
  • Assist Account Managers with budget reconciliation activities.

Qualifications

Required

  • Bachelor’s Degree preferred.
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication skills.
  • Proficiency with:
    • Microsoft Word
    • Excel
    • PowerPoint
    • Outlook

Core Competencies

  • Organization and Attention to Detail
  • Project Coordination
  • Professional Communication
  • Time Management
  • Problem Solving
  • Team Collaboration
  • Customer Service Orientation
  • Adaptability
  • Initiative and Follow-Through

Travel Requirements

  • Approximately 15–25% travel.
  • Domestic travel required; occasional international travel may be necessary.

Success Metrics

The Account Services Associate will be evaluated on:

  • Accuracy and quality of work
  • Timely completion of assigned tasks
  • Project deadline adherence
  • Internal and client responsiveness
  • Meeting and event execution quality
  • Team collaboration and support
  • Professionalism and communication effectiveness

To apply please send a cover letter and resume to: CBrine@inbiopharma.com

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