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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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

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