Event Logistics Coordinator

1 week ago

Austin, Texas, United States Abbott Full time

Abbott is a prominent leader in the healthcare sector, dedicated to enhancing the quality of life for individuals at every stage. Our extensive range of transformative technologies encompasses various areas of healthcare, including diagnostics, medical devices, nutritionals, and branded generic medications. With a workforce of 114,000 professionals, we serve communities in over 160 countries.

Position Overview: Events Specialist

About Abbott

At Abbott, you will engage in meaningful work, pursue personal growth, and maintain a healthy work-life balance. Our employees benefit from:

  • Career advancement opportunities within a global organization.
  • Comprehensive medical coverage for employees through the Health Investment Plan (HIP) PPO.
  • A robust retirement savings plan with significant employer contributions.
  • Tuition reimbursement programs and educational benefits to support your academic goals.
  • A company recognized globally as a top employer, celebrated for its diversity and commitment to employee welfare.

Role Summary

The Events Specialist will be based in the Neuromodulation Division, focusing on the planning, execution, and reconciliation of conferences. This role emphasizes logistical and operational responsibilities, including:

  • Collaborating with major organizations to explore sponsorship opportunities.
  • Developing and monitoring a budget tracker in alignment with internal stakeholders.
  • Conducting regular planning meetings with cross-functional teams, including marketing and clinical partners.
  • Overseeing pre-event preparations, such as reserving meeting spaces and managing catering orders.
  • Creating registration platforms using CVENT software for event attendees.
  • Managing on-site event logistics, including setup and material shipments.
  • Reconciling corporate expenses and ensuring proper documentation.
  • Coordinating with global marketing and sales teams to ensure comprehensive representation at events.
  • Leading the selection of exhibit sites and managing all logistical aspects for effective branding.
  • Training and mentoring team members on departmental processes and product knowledge.
  • Supporting the manager in recruiting and retaining a diverse, skilled workforce.
  • Facilitating planning meetings and ensuring timely completion of action items.
  • Maintaining strong vendor relationships for event planning services.
  • Coordinating all logistics for conventions, including booth requirements and communication strategies.
  • Providing evaluations and reports post-event to assess effectiveness.
  • Ensuring compliance with all regulatory guidelines and Abbott's internal processes.
  • Preparing budgets and monitoring expenses to stay within financial limits.
  • Contributing to company initiatives that align with quality and environmental management systems.
  • Maintaining effective communication with all stakeholders involved.
  • Executing logistical and operational components for various events.
  • Performing additional duties as assigned.

Travel Requirements: 30% (domestic and international travel).

Qualifications:

  • Bachelor's degree in a relevant field such as Hospitality, Marketing, or Communications.
  • A minimum of 3 years of experience in managing vendor relationships.
  • Proven ability to deliver engaging exhibit experiences.
  • Strong project management skills with a focus on customer service.
  • Experience in budget management across multiple vendors.
  • Familiarity with global brand operations and team collaboration.
  • Proficient in computer applications, including spreadsheets and database management.
  • Experience with lead management tools and mobile applications.
  • A proactive and adaptable mindset, particularly in the healthcare industry.
  • Ability to thrive in a diverse and matrixed business environment.
  • Additional certifications in Meeting Planning or Project Management are preferred.
  • Familiarity with CVENT, travel booking systems, and expense reporting tools.

Abbott is committed to fostering a diverse workforce and providing reasonable accommodations for individuals with disabilities. We encourage you to explore the opportunities available at Abbott, where you can build a fulfilling career.

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