Event Coordinator New Austin, TX (Hybrid - 2 days in-office)

The Lockwood Group; Austin (TX); Hybrid; USD 42,000 - 68,000; Full time

Job summary

IDEOlogy Health, part of The Lockwood Group, coordinates 300+ medical education events across Texas and other locations. The Events Coordinator handles planning, sourcing, and managing in-person, virtual, and hybrid events with strong communication and organizational skills.

Responsibilities include site selection, contracts, F&B, A/V, on-site execution, vendor management, budgeting, and post-event reporting. Hybrid work setup requires Austin, TX location with significant travel.

Qualifications

• Bachelor’s Degree or 2-3 years of relevant experience in a similar role.
• Strong time management, project management, and deadline skills.
• Excellent written and verbal communication with Senior Leaders and clients.
• Knowledge of relevant systems and impact on business functions.
• Ability to prioritize and plan work and events.
• Ability to make independent decisions with limited supervision.
• High standards for quality assurance.
• Customer satisfaction focus.
• Adaptability to changing environments and responsibilities.
• Identify and resolve issues promptly and escalate as needed.
• Comfort with basic audio-visual equipment and inventory control.
• Willingness to learn new technologies across software platforms.
• Proficiency in MS Office: Word, Excel, PowerPoint, Outlook, Teams, SharePoint.
• Familiarity with Zoom Meetings, Survicate, HubSpot, Slido (preferred).

Responsibilities

• Manage the operational delivery of in-person, virtual, and hybrid events from planning to post-event communications.
• Oversee event life cycle: site selection, contracts, F&B, A/V, onsite, vendor mgmt, budget, and logistics documents.
• Serve as primary onsite contact; coordinate setup and teardown.
• Greet attendees professionally and create a welcoming atmosphere.
• Seek feedback from attendees, clients, and faculty to ensure quality educational experience.
• Create reports to analyze event ROI.
• Prepare department documents and presentations for each event.
• Collaborate with department leaders to report status.
• Participate in ongoing training aligned to company goals.
• Maintain branded inventory and place orders.
• Travel 60-70% annually for events and production support.
• Other duties as assigned.

Skills

time management

project management

communication

decision making

quality assurance

customer satisfaction

adaptability

on-site AV

MS Office

Zoom Meetings

Survicate

HubSpot

Slido

learning new tech

Education

Bachelor’s Degree or 2-3 years of relevant experience

Tools

Zoom Meetings

Survicate

HubSpot

Slido

MS Office Suite

Job description

IDEOlogy Health, part of The Lockwood Group, is a medical media & education company in the United States and we’re changing how medical education is delivered and received. We provide integrated communication products, services, education, and research to professionals within health care and industry sciences and we are quickly becoming the “go-to” resource for physicians. We are experiencing unprecedented growth as the value of our products are realized by all the stakeholders we interact with.

The ever-changing health care communications industry requires us to stay ahead of the curve to create new ways of improving quality of life through healthcare communications, live events and medical education. We offer our associates countless opportunities for on-the-job training and professional development, and the ability to make a difference in the healthcare industry. We strive to create a culture that values dedication, hard work, collaborative events and community involvement.

DESCRIPTION

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.

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.

WHAT WE OFFER

We are a rapidly growing Health Media company who celebrates those that sing off key against the beat, who are unfamiliar with convention, and not satisfied with the status quo. If you’re one who can see the million shades of green in a field of grass, one who doesn’t sit back and do what has already been done, you are welcome here. If you are one who sees a challenge as an opportunity and jumps at the chance to be rewarded for your performance, we want to get to know you.

Everyone here is an innovator or an innovator-to-be. At IDEOlogy Health, you can share your ideas and watch them grow. That happens here because everyone of us strives for a common goal, working together to make people’s ideas stronger. We recognize and value the impact each employee makes because ultimately, that impact is felt by physicians and the patients they treat.

If this sounds like a place you feel you can make an impact, then you should also know that we offer a competitive salary with a phenomenal incentive opportunity and, of course, a full suite of benefits.

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

Physical Demands & Work Environment:

• Exerting up to 20 pounds of force occasionally to lift, carry, pull, or otherwise move objects.
• Walk and stand for extended periods of time especially at events
• Able to bend, twist, and reach especially during events
• 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.