Speaker Program Specialist

HeartFlow, Inc

. Schedule, coordinate and support healthcare professional education programs run by Medical Affairs .

Posted 11/4/2026full-timeRemote • United StatesMid-LevelSenior💰 $75,000 - $120,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in coordinating healthcare professional education programs, managing schedules, and maintaining program data while ensuring compliance with industry regulations. Proficient in utilizing Salesforce, Zoom Webinars, and Google Suite to support program execution and reporting.

Highest-signal resume keywords

Medical Education Program CoordinationSalesforce ProficiencyHCP Interaction Rules FamiliarityOrganizational SkillsProblem-Solving

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Program SchedulingData ManagementExpense ReconciliationContract ProcessingAttendance Tracking

Soft Skills

Detail-OrientedTime ManagementWritten CommunicationVerbal CommunicationProactive Adaptability

Tools & Technologies

SalesforceBlackthornZoom WebinarsGoogle SuiteMS Office

Industry Keywords

Medical Device IndustryPharmaceutical IndustryHealthcare ProfessionalsAdvaMed CodeSunshine Act

Tech Stack

Tools & technologies

SFDC

About the role

Key responsibilities & impact

Schedule, coordinate and support healthcare professional education programs run by Medical Affairs
Own the program calendar end to end, including identifying education, booking HCP faculty, and scheduling and payments reporting
Identify and confirm HCP faculty and speaker availability; create invitations and calendar holds; manage confirmations, waitlists, cancellations and reschedules
Build and maintain the master calendar of HCP education programs while avoiding conflicts
Maintain Salesforce.com and Blackthorn program data for programs, faculty and attendee records
Coordinate HCP and internal travel, room blocks, meals and office meeting rooms
Provide administrative support, pre-program materials, virtual webinar support and post-program feedback
Process, send and track HCP contracts and work with Legal on contract language updates
Confirm documented need and fair-market-value rates for HCP engagements; maintain audit-ready program files
Capture HCP transfers of value and support Open Payments reporting
Reconcile expenses through Concur
Track program types, faculty-led education and attendance; prepare summaries for Medical Affairs leadership
Perform other administrative tasks for the Medical Affairs team as needed

Requirements

What you’ll need

Experience in the medical device or pharmaceutical industry coordinating medical education programs, events or operations
Highly detail-oriented, with a track record of scheduling and running multiple programs at once
Excellent organizational, time management and written/verbal communication skills
Familiarity with HCP interaction rules, such as the AdvaMed Code and the Sunshine Act/Open Payments, preferred
Proficient in Salesforce (Blackthorn preferred), Zoom Webinars, Google Suite and MS Office calendars and spreadsheets
A proactive problem-solver who works independently in a work-from-home environment and adapts to changing priorities
BA/BS in a related field, or equivalent experience
Preferred experience of 2-3 years in the medical device or pharmaceutical industry working with Healthcare Professionals (HCPs)

Benefits

Comp & perks

Bonus
Remote work arrangement
Travel within the U.S. up to 3 times per year