Event Coordinator

Mdvip•Boca Raton, FL

1d•Hybrid

About The Position

The Event Coordinator supports the planning and execution of MDVIP’s event portfolio, with a primary focus on physician recruitment and internal-facing programs. This role is ideal for an early-career event professional who can manage assigned tasks and timelines with confidence, while partnering closely with senior event leaders to deliver high-quality experiences. Reporting to the Associate Director, Event Production and Management, you will collaborate with cross-functional internal teams and external vendors to ensure events are executed seamlessly—on time, on budget, and with exceptional attention to detail. We’re looking for someone who is highly organized, proactive, and eager to grow in event marketing, with a strong appreciation for logistics, process, and the behind-the-scenes work that brings complex events to life.

Requirements

Bachelor’s degree in marketing, communications, hospitality, event management, or a related field, or equivalent professional experience.
One (1) year of experience coordinating events, including internships or early career roles in corporate, healthcare, hospitality, or professional services environments.
Proficiency with Microsoft Office tools, including spreadsheets and shared documents.

Nice To Haves

Experience using event registration platforms such as Cvent or similar tools, including registration builds, reporting, and attendee management.
Experience supporting complex, multi-day events with external audiences.
Familiarity with vendor coordination and financial administration, including contracts, invoice tracking, expense reporting, and basic budget documentation.

Responsibilities

Event Planning & Logistics Support
Own assigned workstreams within events, such as registration management, attendee communications, and onsite materials.
Coordinate travel logistics, rooming lists, and agendas for assigned events or components.
Maintain event timelines, task tracking, and project documentation to ensure accurate and timely execution.
Support venue sourcing activities, including research, availability checks, and comparative summaries.
Provide onsite support for events, including setup, registration, vendor coordination, and issue resolution.
Maintain a calm, service-oriented presence during live events and adapt as needs change.
Support end-to-end planning for in-person, virtual, and hybrid events.
Vendor & Partner Coordination
Support coordination with vendors such as hotels, AV partners, transportation providers, and other event partners.
Manage assigned aspects of contract documentation, invoice tracking, and vendor deliverables in coordination with the Events team and Finance.
Support onsite vendor coordination during events as needed.
Registration & Attendee Experience
Manage event registration builds, updates, and reporting for assigned events or components.
Own attendee confirmations and communications.
Support onsite check-in and attendee experience, ensuring a professional and seamless process.
Internal Collaboration
Work closely with Sales, Marketing, Clinical, and Operations teams to support event needs.
Assist with internal communications related to event planning milestones and logistics.
Support post-event wrap-up, including reporting, documentation, and feedback collection when applicable.
Administrative & Process Support
Maintain accurate event files, timelines, and trackers.
Assist with budget tracking and expense reconciliation.
Contribute to continuous improvement of event processes, templates, and tools.