Events Coordinator (Project Management Focused)

ClinicMind•Town of Warwick, NY

34d

About The Position

ClinicMind is seeking an Events Coordinator to support our national events, sponsorships, webinars, and partner activations from a project management and execution standpoint. This role is not about picking tablecloths or managing swag alone. It is about owning timelines, deliverables, cross-functional coordination, and post-event follow-through to ensure every event is executed on time, on budget, and tied to measurable business outcomes (NNLs, MQLs, SQLs, pipeline). The ideal candidate is highly organized, deadline-driven, and systems-oriented, with experience managing multiple moving parts across Marketing, Sales, SDRs, Partners, and external vendors.

Requirements

2–4 years of experience in: Event coordination or Project management supporting marketing, sales, or growth teams
Strong organizational and time-management skills.
Experience coordinating multiple stakeholders and deadlines simultaneously.
Comfort working in fast-paced, metrics-driven environments.
Proficiency with project management tools (Asana, Monday, ClickUp, etc.) and Google Workspace.

Nice To Haves

Experience supporting B2B, SaaS, or healthcare events.
Familiarity with CRM workflows and lead handoffs.
Exposure to KPI tracking (leads, pipeline, ROI).
PMP, CAPM, or formal PM training a plus (not required).

Responsibilities

Manage end-to-end event execution using project management best practices: Timelines Task owners Dependencies Risk tracking
Maintain detailed event plans for: Conferences Sponsorships Webinars Partner events
Track all milestones from contract signature through post-event reporting.
Coordinate with internal teams: Marketing (messaging, promotions, assets) Sales / AEs (on-site coverage, meeting goals) SDRs (post-event outreach to NNLs and MQLs) Partnerships & Affiliates
Ensure all stakeholders are clear on: Pre-event responsibilities On-site expectations Post-event follow-up requirements
Manage operational details including: Event registrations and booth logistics Shipping, materials, and on-site setup needs Speaker coordination and schedules
Track budgets, invoices, and vendor payments in coordination with Finance.
Maintain a centralized events calendar and documentation repository.
Ensure post-event processes are executed on time: Lead lists uploaded and tagged correctly Handoffs to SDRs and AEs completed Follow-up timelines enforced
Support event ROI tracking by maintaining: Attendee counts NNLs, MQLs, SQLs Pipeline attribution
Assist in compiling post-event AARs (After Action Reviews).
Help maintain and improve ClinicMind’s Events SOPs.
Identify execution gaps, bottlenecks, or risks and proactively escalate.
Recommend process improvements to increase efficiency and ROI.