Event Coordinator

The Lockwood Group•Austin, TX

8d•Hybrid

About The Position

IDEOlogy Health, part of The Lockwood Group, is a U.S. medical media and education company providing communication products, services, education, and research to healthcare and industry-science professionals. The Events Coordinator joins the Events Team and assists with planning and executing more than 300 medical education events, from conception through completion. The role sources, coordinates, and manages events in Texas and other assigned locations, including in-person, virtual, and hybrid formats. It involves managing event logistics and vendors, supporting attendees and clients, maintaining event materials, and collaborating with internal teams. The position is hybrid and requires the candidate to be located in the Austin, Texas area, with frequent travel for events and company functions.

Requirements

Bachelor’s degree or 2–3 years of relevant experience in a similar role.
Exceptional time-management skills and ability to manage projects and meet deadlines.
Excellent written and verbal communication skills, including communicating with senior-level leaders within the organization and client organizations.
Working knowledge of the current role and the technical systems, applications, and equipment used to perform it, and understanding of the role’s impact on other business functions.
Ability to prioritize and plan work activities and events efficiently.
Ability to make independent, sound decisions with limited supervision.
Ability to set high standards and measures of excellence to ensure quality assurance.
Ability to carry out activities designed to enhance customer satisfaction.
Effectiveness and flexibility when environments, responsibilities, tasks, or people change.
Ability to identify and resolve issues promptly, act quickly to fix problems, and escalate potential issues or concerns to senior leadership when appropriate.
Comfort using basic audiovisual equipment, including routine inspection, inventory control, and troubleshooting.
Willingness to learn new technologies and work across multiple software platforms.
Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
Must be located in the Austin, Texas area and open to frequent travel and occasional evening and weekend work.
Able to exert up to 20 pounds of force occasionally to lift, carry, pull, or otherwise move objects; walk and stand for extended periods, especially at events; and bend, twist, and reach, especially during events.

Nice To Haves

Familiarity with Zoom Meetings, Survicate, HubSpot, and Slido.

Responsibilities

Manage operational delivery of assigned in-person, virtual, and hybrid events, including pre-event planning, day-of execution, and post-event communication.
Oversee the event life cycle, including site selection, contract negotiation, food and beverage planning, audiovisual coordination, onsite execution, vendor management, budgets and reconciliation, and event logistics documents.
Under limited supervision, serve as the primary onsite contact and coordinate event setup and teardown.
Greet attendees professionally and courteously to create a welcoming atmosphere.
Gather feedback from attendees, clients, and faculty to support a quality educational experience.
Prepare reports analyzing event data and return on investment.
Create and update department documents and presentations for each event.
Work routinely with department leaders and teams to communicate event project status.
Participate in ongoing training and development related to company goals and direction, and communicate with attendees.
Maintain company-branded event inventory and place orders as needed.
Travel approximately 60–70% annually for events and other company functions, assisting with event production and supervising vendor logistics.
Perform other duties as assigned.