Scientific Event Coordinator (Vapi)

Job Title: Event Manager – Medical Programs & Infrastructure Department: Meril Academy Global – Events & Infrastructure Management Location: Vapi Reports To: Manager / Senior Manager – Meril Academy Global Job Purpose: To plan, execute, and manage high-quality medical and scientific events while ensuring seamless infrastructure readiness, regulatory compliance, and cost-effective delivery. The role is responsible for end-to-end event lifecycle management, supporting surgeon education, clinical training, and stakeholder engagement across Meril Academy Global initiatives. Key Responsibilities: 1. Medical & Scientific Event Planning and Execution - Plan and execute medical and scientific programs including CMEs, surgeon trainings, cadaver labs, product launches, and distributor meets. - Develop detailed event plans covering timelines, formats, faculty engagement, and execution milestones. - Ensure events meet academic objectives, clinical standards, and brand expectations. 2. Stakeholder & Faculty Coordination - Coordinate with medical faculty, KOLs, surgeons, hospitals, distributors, and internal clinical, sales, and marketing teams. - Act as the central coordination point for all stakeholders to ensure alignment and smooth execution. - Manage participant communication, confirmations, and on-ground engagement. 3. Compliance, Governance & Approvals - Ensure full compliance with medical device regulations, ethical marketing practices, and internal SOPs. - Coordinate closely with Regulatory Affairs, Quality Assurance, and Legal teams for approvals, documentation, and audit readiness. - Ensure accurate documentation and adherence to approved formats and processes. 4. Infrastructure & Logistics Management - Manage end-to-end event logistics including venue finalization, infrastructure readiness, AV setup, and clinical demonstration requirements. - Ensure availability and readiness of infrastructure for live surgeries, simulations, and training sessions. - Handle vendor coordination, service providers, and facility requirements. 5. Medical Device & Demo Kit Management - Oversee medical device, demo kit, and instrument management including availability, sterilization, handling, return, and inventory reconciliation. - Coordinate with SCM, service, and clinical teams to ensure compliance with handling and usage protocols. - Maintain accurate inventory and movement records. 6. Budgeting, MIS & Post-Event Closure - Prepare and manage event budgets, monitor expenses, and ensure cost-effective execution without compromising quality or compliance. - Lead on-ground execution, issue resolution, and real-time decision-making during events. - Prepare post-event reports including MIS, participant data, cost summaries, and closure documentation. Qualifications and Experience: - Bachelor’s / Master’s degree in Event Management, Hospitality, Marketing, or Business Administration. - Certification in Event Management / Facility Management is an added advantage. - Minimum 3 years of experience managing medical, scientific, or healthcare-related events. - Prior exposure to medical device companies, hospitals, academies, or clinical training environments is preferred. Skills and Competencies: - Strong understanding of medical and scientific events, clinical training formats, device demonstrations, and hospital / OT environments. - Working knowledge of medical device regulations, ethical marketing practices, documentation standards, and approval workflows involving RA, QA, and Legal teams. - Ability to manage complete event lifecycles using structured processes, MIS reporting, digital tracking systems, inventory control, and cost management tools. - Proven capability to work effectively with KOLs, surgeons, distributors, and cross-functional internal teams including Sales, Marketing, Medical, SCM, and Operations. - High ownership mindset with strong attention to detail, problem-solving ability under pressure, adaptability during live events, and explicit professional communication. Key Performance Indicators (KPIs): - Timely and compliant execution of medical and scientific events - Stakeholder (faculty, surgeons, distributors) satisfaction - Budget adherence and cost optimization - Infrastructure readiness and event quality standards - Accuracy of documentation, MIS, and post-event reporting - Compliance with regulatory, ethical, and internal governance standards Refer to