Conference & Events Coordinator

The Lockwood Group, LLC•Austin, TX

1d•Hybrid

About The Position

Reporting to the Conference & Events Manager, the Conference & Events Coordinator assists with coordinating and executing various aspects of the company’s medical education conferences. In addition, the Conference & Events Coordinator assists with additional in-person, hybrid, and virtual events as assigned. This highly visible position will require full-cycle project management and event planning skills. IDEOlogy Health is a privately held medical media & education company in the United States and we’re changing how medical education is delivered and received. We provide integrated communication products, services, education, and research to professionals within health care and industry sciences and we are quickly becoming the “go-to” resource for physicians. We are experiencing unprecedented growth as the value of our products are realized by all the stakeholders we interact with. The ever-changing health care communications industry requires us to stay ahead of the curve to create new ways of improving quality of life through healthcare communications, live events and medical education. We offer our associates countless opportunities for on-the-job training and professional development, and the ability to make a difference in the healthcare industry. We strive to create a culture that values dedication, hard work, collaborative events and community involvement.

Requirements

Bachelor’s Degree with at least 1-2 years of proven experience in a similar role
Strong project management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple high-priority projects simultaneously
Experience managing third-party vendors and suppliers, negotiating contracts, and ensuring services align with event requirements
Exceptional attention to detail and strong organizational skills are a must
Excellent written and verbal communication skills with the ability to collaborate effectively with internal and external stakeholders
Demonstrates effectiveness and flexibility with changing environments, responsibilities, and the prioritization of tasks
Works well under pressure and can remain calm and professional during the planning stage as well as the onsite execution of events
Displays critical thinking and strategy to resolve logistical issues
Comfortable in a small office environment that requires both collaboration and the ability to work independently
Proven ability to Interact effectively, diplomatically, and maturely In this crucial and highly accountable position
Proficient in all Microsoft Products, Zoom, Survicate, Slido, and Asana preferred
Travel about 30-40% annually for events and other company functions to assist In production of events and supervise vendor related logistics

Responsibilities

Ensures successful execution of various assigned conference initiatives to include room setups, food and beverage, audio visual, room block management, registration, and sponsor coordination
Serves as liaison with hotels for submitting room lists and monitoring weekly room pickup reports
Sources and negotiates with vendors and suppliers for attendee promotional items
Assists with coordinating faculty participation to include confirming registration, travel, hotel accommodations and other presentation logistics as needed
Communicates and disseminates event related Information to sponsors and exhibitors
Assists with managing sponsor and exhibitor participation, informs sponsors and exhibitors of deadlines, and coordinates the production of sponsor related deliverables
Assists with managing the production and onsite execution of conference signage and sponsor branding elements, ensuring a polished, professional brand presence
Collaborates with various departments and stakeholders to gather pertinent event details and participates in weekly meetings to provide updates and disseminate crucial information throughout the planning process
Effectively utilizes internal organizational tools to manage and track event project timelines and related tasks
Demonstrates responsive and thoughtful white-glove service to event attendees, faculty, and sponsors
Reviews conference-related documents and correspondence for consistency
Assists with creating onsite internal and external logistical documents such as Know Before You Go, Staffing Guides, and event planning SOPs
Supports tactical preparation and implementation of conference activities such as preparing name badges and registration lists, assembling conference materials, and assisting with onsite event execution
Manages the operational delivery of assigned in-person, virtual, and hybrid events to include pre-event planning, day-of event execution, and post-event communication
Oversees the entire event life cycle including site selection, contract negotiation, F&B planning, A/V coordination, onsite event execution, vendor management, budget and reconciliation, shipping of materials, and creation of required event logistics documents
Provides leadership and demonstrates strong communication and project management skills as part of a cross functional team