Event Coordinator
About the Opportunity The Event Coordinator supports the organization's full event portfolio, encompassing both sponsored and organization-owned events. The primary focus centers on owned programs such as executive meetings, advisory groups, innovation councils, symposiums, and other virtual and in-person experiences. This role supports sponsored event execution under the direction of the Event Marketing Manager and takes a lead coordination role in the planning, delivery, and follow-through for proprietary events. This is a full-time, remote, non-exempt position based in the United States and reporting to the Event Marketing Manager.
Key Responsibilities
Support the Event Marketing Manager in maintaining the annual event calendar across sponsored and owned events, focusing primarily on proprietary events and executive-level convenings. Manage event timelines, task trackers, agendas, run-of-show documents, attendee lists, and planning materials for owned events while supporting sponsored event needs as directed. Coordinate planning details across executive meetings, advisory groups, innovation councils, symposiums, webinars, and other proprietary events. Ensure event plans align with marketing priorities, stakeholder expectations, audience needs, and brand standards. Coordinate logistics for virtual and in-person events, including registration, meeting platforms, venue coordination, catering, shipping, signage, badges, materials, supplies, and on-site readiness. Support vendor coordination by collecting information, tracking deliverables, preparing documentation, and ensuring requirements and timelines are met. Assist with attendee communications, including invitations, confirmations, reminders, calendar holds, and post-event follow-up coordination. Provide day-of-event support for virtual and in-person programs, helping manage check-in, speaker readiness, room setup, attendee needs, materials, and issue escalation. Maintain accurate event documentation, including contact lists, vendor information, production notes, shipping records, and post-event archives. Collaborate with internal teams—including Brand and Web, Product Marketing, Communications, Growth Marketing, Sales, and executive stakeholders—to fulfill planning and execution needs. Coordinate inputs for presentations, agendas, signage, attendee materials, landing pages, registration forms, surveys, and follow-up communications. Support speaker coordination, including scheduling, preparation materials, biographies, headshots, presentation collection, and rehearsal logistics. Assist with post-event reporting by compiling registration data, attendance figures, survey responses, attendee engagement notes, and stakeholder feedback. Document insights, lessons learned, open action items, and recommended process improvements during post-event debriefs. Maintain event templates, checklists, trackers, and shared planning resources to ensure consistency across owned events and repeatable workflows for sponsored events. Required Qualifications 3+ years of experience in event coordination, marketing coordination, project coordination, hospitality, executive meeting support, or related operational roles. A bachelor’s degree or equivalent experience. Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Strong organizational and project coordination skills, with the ability to manage multiple timelines, details, and stakeholders simultaneously. High attention to detail and commitment to accurate, timely execution. Excellent written and verbal communication skills, with the ability to coordinate across internal stakeholders, vendors, speakers, and attendees. Strong problem-solving skills and the ability to escalate risks or issues appropriately. Comfort supporting both virtual and in-person events, including executive-level meetings and stakeholder convenings. Ability to work collaboratively across marketing, sales, product, communications, and executive leadership teams. Curiosity and willingness to develop a working knowledge of organizational solutions, target audiences, and event objectives.
Preferred Qualifications
Experience supporting virtual or in-person events, meetings, conferences, webinars, advisory groups, or executive convenings. Experience within healthcare, technology, associations, or B2B marketing. Experience with event registration platforms, webinar tools, project management software, or CRM systems.
Compensation and Benefits
Competitive compensation. Health coverage, including medical, dental, and vision insurance. Retirement benefits with company contributions and matching. Paid time off. Paid parental leave. Tuition assistance. Professional development support. Equal Opportunity Employer The organization is an equal opportunity employer committed to fostering a workplace where all individuals are valued, respected, and empowered. Employment decisions are made without regard to race, color, religion, sex, national origin or ancestry, age, marital status, disability, protected veteran status, personal appearance, sexual orientation, gender identity or expression, familial status, family responsibilities, matriculation, political affiliation, genetic information, source of income, place of residence, or any other characteristic protected by law. Discrimination and harassment are not tolerated. Applicants have rights under the Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO), and the Employee Polygraph Protection Act (EPPA). Reasonable accommodations are available for individuals with disabilities during the application and hiring process.