About Neovation

Neovation is a Medical Affairs communications and event management company partnering with pharmaceutical, biotech and healthcare organizations across the Asia-Pacific region. We specialize in delivering high-quality scientific meetings, webinars, advisory boards, congress activities, educational programs and digital engagement solutions.

We are looking for a technically proficient and highly organized Project Coordinator to support the planning and execution of virtual, hybrid and in-person meetings. This role is ideal for someone with experience in webinar production, virtual event technology, and stakeholder coordination who enjoys working in a fast-paced, client-facing environment.

Position Summary The Project Coordinator will be responsible for coordinating the technical planning and delivery of virtual, hybrid and live events, ensuring seamless execution from initial client briefing through to event completion.

The successful candidate will work closely with clients, project managers, vendors and internal teams to understand technical requirements, recommend appropriate solutions, coordinate production activities and support live event delivery.

This role requires someone who is comfortable discussing technical event requirements with clients while also translating those requirements into clear execution plans for vendors and production teams.

Key Responsibilities

Project Coordination

- Support the planning and execution of virtual, hybrid and live medical meetings.
- Coordinate timelines, deliverables and technical production schedules.
- Ensure projects are delivered on time and within agreed scope.
- Support Project Managers throughout the project lifecycle.

· Develop and maintain technical production documentation, including run sheets, technical specifications, cue sheets, platform setup documents, and contingency plans to ensure smooth event execution.

Technical Event Planning





Coordinate and understand technical requirements for:

- Virtual Meetings
- Webinars
- Hybrid Meetings
- Live Streaming
- Webcasting
- Advisory Boards
- Medical Education Programs

Provide recommendations on the most appropriate technical solutions based on client requirements.

Webinar & Platform Management

Experience working with platforms such as:

- Zoom Webinar
- Microsoft Teams Live Events
- Webex
- ON24 (preferred)
- Vimeo
- vMix
- Other virtual event platforms

Should understand:
- Webinar production
- Registration workflows
- Speaker management
- Live moderation
- Polls
- Q&A;
- Breakout Rooms
- Waiting Rooms
- Practice Sessions
- Recording
- Live streaming
- Simulive events

vMix Production Support

Working knowledge of

- Inputs & Outputs
- Scene creation
- Audio routing
- Video routing
- Lower thirds
- Video playback
- Screen sharing
- Remote guest integration
- Live streaming destinations
- Recording configurations

Should be comfortable discussing vMix requirements with vendors and understanding production workflows.

Interactive Audience Engagement

Experience integrating audience engagement tools such as:

- Slido
- Mentimeter
- Poll Everywhere (preferred)

Knowledge of:
- Live polling
- Quizzes
- Word clouds
- Q&A;
- Audience interaction

Vendor Management

- Identify and engage appropriate production vendors.
- Obtain quotations.
- Compare technical proposals.
- Coordinate production schedules.
- Manage vendor communications.
- Ensure vendors understand project requirements.
- Support on-site production when required.

Client Communication





- Attend client briefing calls.
- Understand technical expectations.
- Translate client requirements into actionable production plans.
- Provide technical recommendations where appropriate.
- Participate in rehearsals and technical run-throughs.

Event Delivery

Support live event execution including:

- Speaker rehearsals
- Technical checks
- Troubleshooting
- Live production coordination
- AV coordination
- Audience engagement
- Post-event reporting

Required Skills & Experience

Experience

- 2–5 years of experience coordinating virtual, hybrid or live events.
- Experience working with webinar platforms.
- Experience coordinating production vendors.
- Experience supporting pharmaceutical or healthcare events is highly desirable.

Technical Skills

Solid understanding of

- Webinar production
- Live streaming
- AV production
- Webcasting
- Virtual event platforms
- Video conferencing technologies
- Internet bandwidth considerations
- Audio and video troubleshooting
- Basic networking concepts
- Streaming workflows

Soft Skills

- Excellent verbal and written communication skills
- Strong client management skills
- Highly organised with exceptional attention to detail
- Strong problem-solving abilities
- Calm under pressure during live events
- Ability to manage multiple projects simultaneously
- Collaborative team player
- Proactive mindset with a strong sense of ownership

Qualifications

- Bachelor's degree in Event Management, Communications, Information Technology, Media, or a related field.
- Relevant certifications in webinar platforms or event technology are an advantage.

Pay: ₹500,000.00 - ₹700,000.00 per year

Benefits

- Health insurance
- Paid time off
- Provident Fund

Application Question(s):
- Current CTC?
- Expectd CTC?
- Notice Period?
- Open to travel to Marol, Andheri 5 days a week?

Work Location: In person

📌 Project Coordinator – Virtual & Hybrid Events (Andheri East)
🏢 Neovation Consultancy Services
📍 Andheri East