Event Coordinator

The Lockwood Group, LLC•Austin, TX

16h•Hybrid

About The Position

As a member of the Events Team, the Events Coordinator will assist with the planning and execution of the company’s 300+ medical education events from conception to completion. The Events Coordinator will be responsible for sourcing, coordinating, and managing events within Texas and other assigned locations. A successful candidate will demonstrate excellent professional and interpersonal communication skills, strategic planning skills, and the ability to troubleshoot when things don’t go according to plan. Our Event Coordinators “run the show”, navigating each essential step in the event process alongside their team. This is an exciting opportunity with room for growth for someone who is a team player, has a high attention to detail, is extremely organized and has a passion for learning more about events.

Requirements

Bachelor’s Degree or 2-3 years of relevant experience in a similar
Ability to demonstrate exceptional time management skills, manage projects, and meet deadlines.
Excellent written and verbal communication skills including the ability to communicate to Senior Level Leaders within our organization as well as within our client organizations.
Demonstrates a sound working knowledge of current role and the technical systems, applications and equipment used in performing this role and understands the impact this role has on other business functions within the organization.
Must be able to use time efficiently by prioritizing and planning work activities and events.
Ability to make independent and sound decisions in all situations with limited supervision.
Sets high standards and measures of excellence to ensure quality assurance in every aspect of work performed.
Ability to demonstrate a series of activities designed to enhance the level of customer satisfaction.
Demonstrate effectiveness and flexibility with changing environments, responsibilities, tasks, and people.
Identifies and resolves issues timely and ability to act quickly to fix issues. Escalates potential issues/concerns to senior leadership as appropriate.
Must be comfortable working with basic audio-visual equipment to include routine inspection, inventory control, and troubleshooting when needed.
Willingness to learn new technologies and work in multiple software platforms and
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
Must be open to frequent travel and work occasional evenings and weekends as required.
Hybrid work environment but candidate must be located in the Austin, TX area.

Nice To Haves

Familiarity with Zoom Meetings, Survicate, HubSpot, and Slido is preferred but not required.

Responsibilities

Manage the operational delivery of assigned in-person, virtual, and hybrid events to include pre-event planning, day-of event execution, and post-event communication.
Oversee the entire event life cycle including site selection, contract negotiation, F&B planning, A/V coordination, onsite event execution, vendor management, budget and reconciliation, and creation of required event logistics documents.
Under limited supervision, serve as primary onsite contact and coordinate setup and tear down of events.
Greet all attendees in a professional and friendly manner to create a welcoming atmosphere.
Seek feedback from attendees, clients, and faculty to ensure a quality, educational experience.
Create reports to analyze data of events to determine return on investment.
Create and update department documents and presentations for each event.
Work cross-functionally with department leaders and teams routinely to ensure they are informed of event project status.
Participate in on-going training and development of company goals and direction to communicate with attendees.
Responsible for maintaining company branded inventory for events and placing orders when needed.
Travel about 60-70% annually for events and other company functions to assist in production of events and supervise vendor related logistics.
Other duties as assigned.