Event Coordination Specialist

1 week ago

Austin, Texas, United States Abbott Full time

The Role

We are seeking an Event Coordination Specialist to join our team within the Neuromodulation Division. This position is integral to our mission of providing innovative solutions for individuals experiencing chronic pain and movement disorders through advanced implantable devices. Please note that this role does not offer options for remote or hybrid work.

Key Responsibilities

The Event Coordination Specialist will oversee the planning, execution, and financial reconciliation of conferences for the Neuromodulation division. The focus will be on logistical and operational aspects, including:

  • Collaborating with key contacts in major organizations to explore sponsorship opportunities.
  • Developing and maintaining a budget tracker, ensuring alignment with internal stakeholders.
  • Conducting regular planning meetings with cross-functional teams, including marketing, communications, and clinical departments.
  • Managing pre-event tasks within established timelines, such as coordinating with Marketing Communications for custom design needs, reserving meeting spaces, and arranging catering services.
  • Creating a registration platform for attendees using CVENT software.
  • Overseeing on-site event setup, including printing materials, seating arrangements, and product displays.
  • Coordinating the shipment of marketing materials and products to event locations.
  • Reconciling monthly corporate expenses, ensuring all receipts are properly documented.
  • Ensuring representation of all stakeholders, including Global Marketing and Sales, throughout the event process.
  • Selecting exhibit and symposium locations while managing all logistical details to ensure effective branding.
  • Leading the Convention and Events team, providing training and guidance to colleagues on processes and product knowledge.
  • Assisting management in hiring and retaining a diverse, qualified team, while providing ongoing performance feedback.
  • Facilitating core team planning meetings, ensuring timely completion of action items and deadlines.
  • Maintaining strong relationships with exhibit houses and vendors for event planning services.
  • Participating in sourcing and managing vendor partnerships for exhibits and customer events.
  • Coordinating all logistics related to conventions, including booth requirements, housing arrangements, and show communications.
  • Providing post-event evaluations and reports to assess the effectiveness of events.
  • Offering strategic recommendations for convention participation based on experience and data analysis.
  • Ensuring compliance with all relevant guidelines and regulations throughout the event planning process.
  • Preparing budgets and schedules for conventions, monitoring expenses to maintain budgetary compliance.
  • Collaborating with management to propose annual convention budgets.
  • Supporting company initiatives as directed by management, in alignment with Quality Management Systems and regulatory requirements.
  • Adhering to all company policies and procedures related to event management.
  • Fostering positive communication and collaboration with employees, customers, and vendors.
  • Executing logistical and operational components of conferences and educational events.
  • Performing additional related duties as assigned.

Travel Requirements

Travel: 30% (domestic and international).

Qualifications

  • Bachelor's degree in a relevant field such as Hospitality, Marketing, or Communications.
  • A minimum of 3 years of experience in managing exhibit vendors and contractors.
  • Proven track record of delivering impactful exhibit experiences.
  • Strong project management skills with a customer-service orientation.
  • Experience managing budgets across multiple vendors and cost centers.
  • Familiarity with working in a global brand environment.
  • Proficient in personal computer applications, including spreadsheets and database management.
  • Experience with lead management tools and mobile applications.
  • A proactive, entrepreneurial mindset with a passion for the healthcare sector.
  • Ability to navigate a complex, matrixed business environment.
  • Additional certifications in Meeting Planning or Project Management are preferred.
  • Familiarity with software such as CVENT, travel booking systems, and expense reporting tools.

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