Event Coordinator

CareStack; United States; Remote; USD 50,000 - 70,000; Full time

Job summary

A leading company in dental software is seeking an Event Coordinator to plan and execute various events, including conferences and webinars. The role demands strong organizational and communication skills, along with experience in event management. This remote position offers the opportunity to work in a fast-paced environment, contributing to impactful events that enhance client engagement and business growth.

Qualifications

• 3-5 years of experience in event planning, marketing, or project management.
• Experience with event management software and CRM platforms.

Responsibilities

• Manage all aspects of event logistics from concept to post-event analysis.
• Collaborate with marketing to develop event marketing strategies.

Skills

Organization

Communication

Project Management

Education

Bachelor’s degree in Marketing

Bachelor’s degree in Communications

Bachelor’s degree in Event Management

Tools

RegFox

Cvent

Hubspot

Job description

ABOUT CareStack

CareStack was founded in 2015 with the mission of simplifying dental practice managementand allow dental professionals to focus on what truly matters most - patient care andbusiness growth. Carestack is an award-winning cloud dental software offering dentalpractitioners a complete all-in-one solution to manage all functions of a dental practiceand is based in Celebration, Florida.

Event Coordinator Description

The Event Coordinator role will be responsible for planning, organizing and executing a variety of events including conferences, tradeshows, Demand Generation events, and virtual webinars. This role requires a highly organized individual with 3-5 years of experience managing multiple events of various sizes simultaneously in a fast-paced environment. The ideal candidate will have a proven ability to manage multiple projects, an eye for detail, and strong organization & communication skills.

This is a remote position.

Key Responsibilities

Event Planning & Execution

Support the planning process of our Demand Generation events, annual user conference, and additional events as assigned from initial conception to post event evaluation. This position will also assist with managing our annual tradeshow and sponsorship event schedule. They will report directly to the Conference Director.

• Manage all aspects of event logistics, from initial concept creation, venue selection, vendor & speaker management, registration, and on-site coordination.
• Develop detailed project plans and timelines, ensuring all tasks are completed on schedule and within budget.
• Coordinate with internal teams, clients, and external vendors to ensure seamless event execution.
• Monitor and manage event budgets, tracking expenses and negotiating with vendors to maximize value.
• Oversee on-site event support and ensure smooth operation during events.
• Conduct post-event analysis, gathering data on event ROI and attendees to improve future events.
• Manage the overall sponsorship and tradeshow event schedule, ensuring timely registration of team members, payment of dues, and ordering of necessary materials for seamless participation
• Keep track of proper event inventory of swag, print materials, and additional items as needed

Marketing & Promotion:

• Collaborate with the marketing team to develop and implement event marketing strategies.
• Assist in creating marketing collateral such as event websites, registration pages, email campaigns, social media content, and promotional materials.
• Manage event registration platforms, tracking attendees and providing post-event reporting.

Qualifications:

• Bachelor’s degree in Marketing, Communications, Event Management, or related field.
• 3-5 years of experience in event planning, marketing, or project management.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Excellent verbal and written communication skills.
• Experience with event management software and CRM platforms (e.g., RegFox, Cvent, Hubspot).
• Familiarity with digital marketing tactics, including email marketing, social media, and website management.
• Ability to work independently and collaboratively in a fast-paced environment.
• Availability to travel as needed and work occasional evenings or weekends.