Event & Account Coordinator

Eyes On Eyecare

46d•Remote

About The Position

Eyes On Eyecare®, the #1 provider of leading-edge clinical and career education for the next generation of optometrists and ophthalmologists, is seeking a detail-oriented and organized individual to join our team. Through an all-in-one digital platform, we provide editorial content, industry news, events, CE/CME, courses, clinical content, market research, and talent acquisition. As our virtual events portfolio continues to grow—including large-scale summits, CE/CME-accredited programming, and sponsored webinars—we are seeking an Events & Account Coordinator to support and strengthen our events operation while serving as a key liaison between our sponsor partners and internal teams. As Events & Account Coordinator, you'll be a critical execution partner within our events team, supporting the Senior Events Manager across every phase of our virtual event lifecycle—from platform builds and speaker logistics to CE paperwork and post-event reporting. Beyond event execution, this role carries meaningful account coordination responsibilities. You'll serve as a day-to-day point of contact for sponsor partners, managing deliverable timelines, asset collection, and sponsor satisfaction across our events portfolio in close partnership with client services. This role is both tactical and broad. On any given week, you might be building registration landing pages, coordinating CE submissions with speakers, following up with a sponsor on overdue assets, or compiling a post-event report for a client. Because our events are high-stakes, you need to understand how all the pieces fit together and be ready to step up when needed. If you're energized by variety, love checking things off a complex project plan, and want to grow across both event production and client management in healthcare education, this role is a great fit.

Requirements

2+ years of experience in event coordination, account coordination, project management, or a similar role
Experience supporting or managing virtual or hybrid events
Experience interfacing with external clients, sponsors, or partners in a professional capacity
Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously
Excellent written and verbal communication skills—you'll be emailing and speaking with program chairs, speakers, clients, sponsors, and internal teams regularly
Detail-oriented with a track record of accurate, thorough execution
Experience with project management tools (ClickUp or similar)
Proficiency with Zoom, Google Suite, Slack, and collaborative digital tools
Comfort working in a fast-paced, remote-first environment
Availability during select evenings and weekends for live event support and meetings with program chairs and speakers
Accept AI in department workflows and embrace LLMs for efficiencies

Nice To Haves

Experience in healthcare, eyecare, or medical education events
Familiarity with CE/CME accreditation processes (COPE, ARBO, VME) or continuing education workflows
Experience with CMS platforms for event page building (Sanity, Cvent, Hopin, or similar)
Experience with HubSpot for registration management, email workflows, or chatbot setup
Experience coordinating speakers, faculty, or KOLs for educational events
Background working at a marketing agency or in a B2B event or account management environment
Familiarity with Frame.io, AddEvent, Slido, Loom, LookerStudio, or Parse.ly
Experience supporting client-facing reporting or account recap documents

Responsibilities

Build the framework of registration landing pages for all internal events, summits, and webinars in our custom event builder platform
Set up and maintain event pages, including schedule, speakers, exhibit hall, clinical track, raffle card, FAQ/support, attendee map, conference bag, and post-event pages
Enter event features into the platform: pop-up notifications, polling questions, player notifications, and other interactive elements
Build sponsor booths for virtual events and summits as needed
Set up and test the CE/CME Hub, including pre-test and post-test configurations
Assist with Stripe payment setup, magic link email configuration, and event navigation/footer updates
Serve as a primary day-to-day contact for sponsor partners across assigned events, ensuring clear and timely communication throughout the event lifecycle
Track sponsor deliverables (creative assets, booth content, session materials, logos) against contracted deadlines and proactively follow up to prevent delays
Coordinate asset intake and review with sponsors, flagging brand safety or spec issues to client services before build deadlines
Assist client services in onboarding new event sponsors—sharing platform guides, timeline overviews, and expectations
Maintain accurate records of sponsor commitments, deliverable status, and communications in internal tracking systems
Support post-event sponsor reporting: compile performance data (impressions, booth visits, leads, engagement) and assist with client-facing recap documents
Prepare CE/CME documents and send speaker invitation emails for all events
Manage the continuing education paperwork process: track submissions, send reminders, and coordinate with speakers to meet deadlines
Submit CE/CME materials to VME, ARBO, and COPE for approval, and follow up on any issues
Coordinate speaker information collection: credentials, headshots, session formats, slide decks, and email approvals
Create PDF files of all slide decks and prepare them as public files for attendees
Populate COPE session numbers, CE/grant footer updates, and speaker data in the event platform
Send speaker final reminders, PIP (partners in promotion) assets, and calendar invites
Track and update speaker payment status after events
Build and manage FAQ pages and HubSpot support chatbots for event-day attendee support
Coordinate raffle items: sourcing, finalizing codes, entering into the platform, and managing prize distribution post-event
Support event-day operations alongside the Senior Events Manager: monitoring chat, troubleshooting attendee issues, and coordinating with the livestream team
Sync attendee lists to HubSpot and assist with post-event data management
Set up and manage polling questions across CE sessions, sponsor sessions, and internal teams
Build reporting templates using LookerStudio and compile post-event reports with registration, attendance, engagement, and CE completion data
Update our internal reporting tracker after each event to capture ongoing relevant event data
Review the Reporting tab in the Source of Truth to ensure all sponsor deliverables and sessions are listed correctly
Support enduring content coordination: assist with video uploads, Sanity page builds, and marketing spec documents for post-event content releases
Update KOL (Key Opinion Leader) management records after each event
Coordinate with marketing on event email workflows, registration confirmation emails, and promotional asset delivery
Assist client services with sponsor booth builds, banner ad setup, and brand safety guideline coordination
Work with the design team to coordinate speaker illustrations, headshot illustrations, and event branding assets
Support the video/livestream team by coordinating pre-recording schedules, providing speaker information for lower thirds, and assisting with tech check logistics
Help maintain the conference bag with copy/design direction
Develop a thorough understanding of the full event production lifecycle—from kickoff through post-mortem—so you can step in and cover Senior Events Manager responsibilities when needed
Participate in internal team kickoffs, pre-event meetings, all-hands, dry runs, and post-mortems to build institutional knowledge
Proactively identify process improvements and flag potential issues before they become blockers
Maintain and update process documentation, checklists, and playbooks so the team’s operational knowledge is never siloed in one person