Conferences Coordinator

Kerecis; Virginia (MN); On-site; USD 60,000 - 75,000; Full time

Job summary

Kerecis in Arlington, VA is seeking a Conferences Coordinator for Medical Affairs to plan and execute the company’s presence at industry tradeshows and conferences. This full-time, in-office role reports directly to the Director of Events and Conferences.

You will manage exhibit booth design, logistics, travel, vendor relations, and audiovisual coordination, collaborating with Marketing, Sales, and Clinical teams to ensure flawless event execution and compliant, high‑impact representations.

Qualifications

• Bachelor's degree in marketing, communications, event management, or related field required.
• 2+ years’ experience in tradeshow and/or event planning, marketing, communications or similar field.
• Proficiency in Microsoft Office.
• Ability to multi task in a fast paced environment.

Responsibilities

• Plan and execute the company’s presence at industry conferences and tradeshows.
• Oversee exhibit booth design and production in partnership with marketing and sales.
• Manage logistics including venue selection, vendors, travel, and on-site staffing.
• Coordinate audiovisual setup and technical support for presentations and live streams.
• Track expenses, manage budgets, and perform financial reconciliation.
• Collaborate with cross-functional teams to align events with company objectives.
• Travel up to 20% and work flexible hours as needed.
• Adhere to Advamed Code of Ethics and company policies.

Skills

Multitasking

Communication

Collaboration

Time management

Education

Bachelor's degree in marketing, communications, event management, or related field

Tools

Microsoft Office

Job description

The Conferences Coordinator for Medical Affairs manages the planning and execution of the company’s presence at industry tradeshows and conferences.

The Conferences Coordinator is a part of the Medical Affairs team in the Arlington, Virginia, office and reports directly to the Director of Events and Conferences. This is a full-time, in-office position.

Major Areas of Accountability

• Tradeshow Planning and Execution: Collaborate with stakeholders to plan and execute the company’s presence at industry conferences and tradeshows, to include onsite coordination of exhibit booths and conference registration
  • Support external educational events and trade shows
  • Plan and manage team calls leading up to tradeshows and conferences that include Medical Affairs, Clinical Affairs, Sales, Marketing, etc., to ensure alignment and smooth plan execution
• Exhibit Booth Production: Manage the design and production of exhibit booths for conferences, in partnership with marketing and sales teams, ensuring alignment with the company's brand, messaging, and strategy
• Logistics Management: Oversee all logistical aspects of external events, such as venue selection, vendor management, travel arrangements, and on-site coordination of exhibits and staff roles and responsibilities
• Audiovisual Coordination: Collaborate with IT and external vendors to ensure seamless audiovisual setup and technical support during conferences and tradeshows, including presentations, videos, and live streams
• Financial Management: Track all expenses and ensure cost-effective event execution; assist in creating and managing event budgets; financial reconciliation, including creating and submitting purchase orders and invoices, reconciling department expenses monthly
• Collaboration and Coordination: Work closely with cross-functional teams, including marketing team, sales team, executive leadership, and various departments, to ensure seamless event coordination aligned with company objectives
• Work flexible hours, including evenings and weekends, as necessary for event planning and execution
• Anticipated travel: up to 20%
• Kerecis employees are required to conduct business to the highest ethical and professional standards; comply with applicable laws and regulations, the Advamed Code of Ethics on Interactions with Healthcare Professionals, and company policies
• Other job duties as assigned

Basic Qualifications

• Bachelor's degree from an accredited college or university in marketing, communications, event management, or related field required
• 2+ years’ experience in tradeshow and/or event planning, marketing, communications or similar field
• Proficiency in Microsoft Office
• Ability to multi task in a fast paced environment

Preferred Qualifications

• Medical Device / Pharma company experience
• Tradeshow management experience
• Strong organizational and project management skills, capable of handling multiple tasks simultaneously, meeting deadlines, and managing unexpected challenges during events
• Excellent communication and collaboration skills to work effectively with cross-functional teams and build relationships at all organizational levels
• Commitment to delivering high-quality event experiences, ensuring flawless execution of all logistical details
• Problem-Solving Abilities: Proactive problem-solving skills to identify and address issues in a fast-paced environment

This job description is intended to set forth the core functions required for this position and describe the general nature of the work to be performed. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job. Job duties, responsibilities and activities may change or be supplemented at any time as necessary. Kerecis is an Equal Opportunity Employer.