Field Events & Program Coordinator, Marketing

IVX Health•Brentwood, TN

2d•Onsite

About The Position

IVX Health is hiring a Marketing Event Coordinator to plan and run corporate, field, and pharmaceutical partnership events. IVX Health provides infusion and injection therapy to patients with complex chronic conditions. The coordinator owns events from the initial request through the final report, managing vendors, registration, shipping, budgets, and event content. The role works with Marketing, Growth, Operations, Clinical, People, and Pharma Partnerships teams and reports to the Director of Marketing. Centralized event ownership helps employees connect, strengthens partner relationships, and gives Marketing more time to focus on strategic growth. Events include field center open houses, conferences, trade shows, and local networking events; Growth and Operations corporate events such as the Annual Summit and President's Club; and other meetings and events prioritized by leadership. The coordinator manages planning and logistics, field event requests and approvals, event communications and documentation, and shipping, supplies, and inventory. Success means delivering organized, timely events within budget, with complete records, accurate shipments, positive attendee and stakeholder feedback, and timely recaps and lead handoffs.

Requirements

Experience in event planning, marketing, hospitality, or project coordination, including managing multiple projects, vendors, deadlines, and budgets.
Strong organization, attention to detail, communication, and follow-through, with a service-minded approach.
Ability to work independently, anticipate needs, and solve problems calmly.
Experience writing social media copy and event recaps, and creating basic photo or video content.
Proficiency with Microsoft Office and project management tools.
Ability to travel for site visits, meetings, and events.
Availability for occasional evenings or weekends.
Ability to coordinate packing, shipping, setup, and breakdown.

Nice To Haves

Experience with Smartsheet and Canva or similar tools.
Experience with conferences, incentive travel, or events across multiple locations.
Healthcare or multi-site business experience.
Associate's or bachelor's degree in marketing, communications, hospitality, business, or a related field; equivalent experience will be considered.

Responsibilities

Manage events from initial request through follow-up, keeping event calendars, timelines, and team tasks current.
Write event briefs covering goals, audiences, budgets, staffing, and success measures.
Coordinate venues, hotel room blocks, catering, audiovisual services, transportation, and accessibility needs.
Manage invitations, guest lists, registration, event communications, and attendee questions.
Provide on-site support, oversee event setup and breakdown, and resolve logistics issues.
Coordinate field team requests for open houses, conferences, sponsorships, and local events through a standard request and approval process.
Record event goals, audiences, costs, staffing, materials, and deadlines, and track approved events through completion.
Complete registrations, exhibitor applications, sponsorship forms, and other required paperwork.
Coordinate booths, supplies, vendors, and shipping, and provide field teams with checklists, timelines, and task lists.
Work with Marketing on approved invitations, promotional materials, and communications.
Collect attendance and lead information so Growth and field teams can follow up promptly.
Write announcements, reminders, attendee instructions, and event social media posts using approved messaging and templates, aligned with Marketing's editorial calendar.
Maintain planning, staffing, shipping, and operations records so participating teams are prepared.
Coordinate photo and video coverage, shot lists, and assignments; capture event highlights, employee recognition, and partner participation while following privacy, consent, and brand rules.
Prepare recap copy, photo selections, and short videos for Marketing approval, and store approved files in the shared library.
Report attendance, expenses, feedback, lead handoffs, and recommendations after each event.
Manage packing, shipping, delivery tracking, receiving, and returns.
Order and send approved promotional items, gifts, signs, printed materials, and supplies.
Track reusable event inventory, including location, condition, availability, and restocking needs.
Set ordering and shipping deadlines to avoid rush fees, missing materials, and last-minute requests.

Benefits

Medical, dental, and vision coverage
Prescription drug coverage and telemedicine services
Health Savings Account (HSA), Health Reimbursement Arrangement (HRA), and flexible spending options
401(k) retirement plan with company match
Life, AD&D, and disability insurance
Accident, critical illness, and hospital indemnity coverage
Fertility and family planning support
Tuition reimbursement and certification assistance
Continuing education and professional development resources
Employee Assistance Program and wellness support
Paid time off
Volunteer time off and charitable giving match
Employee referral bonus program