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Event Coordinator

2 months ago

Austin, Texas, United States IDEOlogy Health Full time
About IDEOlogy Health

IDEOlogy Health is a rapidly growing health media company that is changing the way medical education is delivered and received. We provide integrated communication products, services, education, and research to professionals within healthcare and industry sciences.

We are committed to creating a culture that values dedication, hard work, collaborative events, and community involvement. Our team is passionate about making a difference in the healthcare industry, and we strive to create a work environment that is innovative, dynamic, and rewarding.

Job Summary

We are seeking an experienced Event Coordinator to join our Events Team. The successful candidate will assist with the planning and execution of our 200+ medical education events from conception to completion. This is an exciting opportunity for someone who is a team player, has a high attention to detail, is extremely organized, and has a passion for learning more about events.

Key Responsibilities
  • Manage the operational delivery of assigned in-person, virtual, and hybrid events, including pre-event planning, day-of event execution, and post-event communication.
  • Oversee the entire event life cycle, including site selection, contract negotiation, F&B planning, A/V coordination, onsite event execution, vendor management, budget and reconciliation, and creation of required event logistics documents.
  • Under limited supervision, serve as primary onsite contact and coordinate setup and tear down of events.
  • Greet all attendees in a professional and friendly manner to create a welcoming atmosphere.
  • Seek feedback from attendees, clients, and speakers to ensure a quality, educational experience.
  • Create reports to analyze data of events to determine return on investment.
  • Create and update department documents and presentations for each event.
  • Work cross-functionally with department leaders and teams routinely to ensure they are informed of event project status.
  • Participate in on-going training and development of company goals and direction to communicate with attendees.
  • Responsible for maintaining company branded inventory for events and placing orders when needed.
  • Travel about 50% - 60% annually for events and other company functions to assist in production of events and supervise vendor related logistics.
Requirements
  • Bachelor's Degree or 2-3 years of relevant experience in a similar role.
  • Ability to demonstrate exceptional time management skills, manage projects, and meet deadlines.
  • Excellent written and verbal communication skills, including the ability to communicate to Senior Level Leaders within our organization as well as within our client organizations.
  • Demonstrates a sound working knowledge of current role and the technical systems, applications, and equipment used in performing this role, and understands the impact this role has on other business functions within the organization.
  • Must be able to use time efficiently by prioritizing and planning work activities and events.
  • Ability to make independent and sound decisions in all situations with limited supervision.
  • Sets high standards and measures of excellence to ensure quality assurance in every aspect of work performed.
  • Ability to demonstrate a series of activities designed to enhance the level of customer satisfaction.
  • Demonstrate effectiveness and flexibility with changing environments, responsibilities, tasks, and people.
  • Identifies and resolves issues timely and ability to act quickly to fix issues. Escalates potential issues/concerns to senior leadership as appropriate.
  • Must be comfortable working with basic audio-visual equipment to include routine inspection, inventory control, and troubleshooting when needed.
  • Willingness to learn new technologies and work in multiple software platforms and applications.
  • Proficient in all Microsoft Products.
  • Working knowledge of Zoom Meetings, Survicate, HubSpot, and Slido preferred but not required.
Physical Demands & Work Environment

Exerting up to 20 pounds of force occasionally to lift, carry, pull, or otherwise move objects. Walk and stand for extended periods of time, especially at events. Able to bend, twist, and reach, especially during events. Must be open to frequent travel and work occasional evenings and weekends as required. Hybrid work environment, but candidate must be located in the Austin, TX area.

IDEOlogy Health provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. All employees of IDEOlogy Health are employed 'At Will.' This means that either the employee or the Company is free to end the employment relationship at any time, for any reason, with or without cause and with or without notice.