Sr. Events Coordinator

The Senior Events Coordinator supports the planning and execution of regional and national conferences, tradeshows, and physician events. This role is responsible for driving operational excellence, ensuring seamless coordination, and maintaining high standards of execution. The position plays a key role in delivering events on time, on budget, and aligned with corporate marketing and sales objectives.

Essential Job Functions:

Conference and Event Execution

• Lead      and support the planning and execution of regional and national tradeshows      and conferences 
• Coordinate      logistics including booth shipments, vendor communication, hotel      accommodations, and travel arrangements 
• Prepare      and manage event timelines, checklists, and internal communications to      ensure alignment across teams 
• Support      on site execution including booth setup, staff coordination, and issue      resolution 
• Ensure      all event materials, signage, and promotional assets are delivered      accurately and on time 
• Assist      in post event breakdown, return shipments, and inventory coordination 

Budget and Reporting

• Assist      in budget tracking and expense reconciliation to ensure financial accuracy      and compliance 
• Collect      and organize post event metrics including lead counts, engagement      feedback, and ROI data 
• Prepare      post event summaries and support recommendations for continuous      improvement 

Cross Functional Coordination

• Partner      with marketing, sales, and product teams to gather event requirements and      messaging needs 
• Coordinate      internal booth briefings and support preparation of training materials 
• Maintain      clear communication across teams to ensure readiness and alignment 

Vendor and Stakeholder Coordination

• Maintain      communication with vendors and support management of deliverables and      timelines 
• Assist      with physician contracting logistics in coordination with compliance and      finance teams 
• Track      documentation related to physician participation and ensure timely      submission for compliance review 

Lead Management and Follow Up

• Coordinate      with sales to ensure lead capture systems are functioning properly during      events 
• Assist      in organizing and distributing qualified leads for post event follow up 
• Track      follow up progress and report status to management 

Process Improvement

• Identify      opportunities to improve event processes, logistics, and efficiency 
• Research      tools and best practices to enhance event execution and engagement 

Qualifications

• 2+      years of experience in event coordination, trade show management,      marketing operations, or a related field. 
• Experience      coordinating travel arrangements, shipping, inventory, and event      logistics. 
• Ability      to travel domestically to support company events and conferences. 
• Highly      organized and detail-oriented, with the ability to effectively manage      multiple priorities and deadlines.
• Demonstrates      strong project execution skills and takes ownership of tasks to ensure      successful completion of deliverables.
• Proactive      problem solving and adaptability