Event Coordinator

Jobtailor; Austin (TX); On-site; USD 60,000 - 78,000; Full time

Job summary

Jobtailor in Austin, TX is seeking an experienced Events Coordinator to plan and execute 300+ medical education events nationwide. You will manage on-site, virtual, and hybrid formats, coordinate venues, budgets, AV, and vendors, and serve as the primary on-site contact.

Expect heavy travel and collaboration with senior leaders to ensure high-quality educational experiences. The role requires a Bachelor’s degree or 2–3 years of relevant experience, exceptional time management, and strong

Qualifications

• Bachelor’s degree or 2–3 years of relevant experience in a similar role.
• Exceptional time management skills and ability to meet deadlines.
• Excellent written and verbal communication with senior leaders and clients.
• Proficiency in Microsoft Office and event technology platforms.

Responsibilities

• Assist with planning and execution of 300+ medical education events from conception to completion.
• Source, coordinate, and manage events within Texas and other assigned locations.
• Manage operational delivery of in-person, virtual, and hybrid events, including pre-event planning, day-of execution, and post-event communication.
• Oversee site selection, contract negotiation, food and beverage planning, audiovisual coordination, onsite execution, vendor management, budget reconciliation, and event logistics documents.
• Serve as primary onsite contact and coordinate event setup and teardown.
• Greet attendees and create a welcoming atmosphere.
• Seek feedback from attendees, clients, and faculty to ensure quality educational experiences.
• Create reports analyzing event data and return on investment.
• Create and update department documents and presentations for each event.
• Work cross-functionally with department leaders and teams to communicate event project status.
• Participate in ongoing training and development of company goals and direction.
• Maintain branded event inventory and place orders as needed.
• Travel approximately 60–70% annually for events and company functions, assisting with event production and supervising vendor logistics.
• Perform other duties as assigned.

Skills

Event Planning

Project Management

MS Office

Communication Skills

Vendor Management

Data Analysis

Time Management

Customer Service

Travel Coordination

Education

Bachelor’s Degree

Tools

Zoom Meetings

Survicate

HubSpot

Slido

Microsoft Office

Microsoft Teams

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft SharePoint

Job description

• Assist with planning and execution of 300+ medical education events from conception to completion
• Source, coordinate, and manage events within Texas and other assigned locations
• Manage operational delivery of in-person, virtual, and hybrid events, including pre-event planning, day-of execution, and post-event communication
• Oversee site selection, contract negotiation, food and beverage planning, audiovisual coordination, onsite execution, vendor management, budget reconciliation, and event logistics documents
• Serve as primary onsite contact and coordinate event setup and teardown
• Greet attendees and create a welcoming atmosphere
• Seek feedback from attendees, clients, and faculty to ensure quality educational experiences
• Create reports analyzing event data and return on investment
• Create and update department documents and presentations for each event
• Work cross-functionally with department leaders and teams to communicate event project status
• Participate in ongoing training and development of company goals and direction
• Maintain branded event inventory and place orders as needed
• Travel approximately 60–70% annually for events and company functions, assisting with event production and supervising vendor logistics
• Perform other duties as assigned

Requirements

• Bachelor’s Degree or 2-3 years of relevant experience in a similar role
• Exceptional time management skills, project management ability, and ability to meet deadlines
• Excellent written and verbal communication skills, including communication with senior-level leaders and clients
• Sound working knowledge of current role and the technical systems, applications, and equipment used
• Ability to prioritize and plan work activities and events
• Ability to make independent, sound decisions with limited supervision
• High standards and measures of excellence for quality assurance
• Ability to enhance customer satisfaction
• Effectiveness and flexibility with changing environments, responsibilities, tasks, and people
• Ability to identify and resolve issues promptly and elevate concerns appropriately
• Comfort working with basic audio-visual equipment, including inspection, inventory control, and troubleshooting
• Willingness to learn new technologies and work in multiple software platforms
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint
• Familiarity with Zoom Meetings, Survicate, HubSpot, and Slido preferred but not required
• Ability to lift, carry, pull, or move up to 20 pounds occasionally
• Ability to walk and stand for extended periods, especially at events
• Ability to bend, twist, and reach, especially during events
• Must be open to frequent travel and occasional evenings and weekends
• Must be located in the Austin, TX area

Core Competencies

Demonstrates expertise in planning and executing medical education events, including managing logistics, vendor coordination, and budget reconciliation. Proficient in utilizing various software platforms and tools to enhance event quality and customer satisfaction.

Highest-signal resume keywords

• Event Planning and Execution
• Project Management
• Microsoft Office Proficiency
• Communication Skills
• Vendor Management

Hard Skills

• Event Logistics Management
• Budget Reconciliation
• Contract Negotiation
• Audio-Visual Equipment Coordination
• Data Analysis and Reporting

Soft Skills

• Time Management
• Customer Satisfaction Enhancement
• Problem Solving
• Flexibility in Changing Environments
• Independent Decision Making

Industry Keywords

• Medical Education Events
• Onsite Event Coordination
• Hybrid Events
• Feedback Analysis
• Event Inventory Management

Tools & Technologies

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Microsoft Teams
• Microsoft SharePoint
• Zoom Meetings
• Survicate
• HubSpot
• Slido