Marketing Events Coordinator

HealthTexas Primary Care Doctors; San Antonio (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

HealthTexas Primary Care Doctors is seeking a Marketing Events Coordinator to represent the organization at marketing and outreach events aimed at patient acquisition of MA HMO patients. You will help grow HealthTexas while upholding our mission and values.

The role involves planning and executing events, coordinating logistics, working with the Agent Relations Team, handling materials and attendee support, tracking expenses, and contributing to post-event reporting.

Qualifications

• 1–3 years of experience in event coordination, marketing support, or administrative roles.
• Experience in healthcare, community outreach, or customer-facing roles preferred.
• Bilingual in Spanish required.

Responsibilities

• Assist in planning and executing marketing, community, and outreach events.
• Coordinate event logistics including venue reservations, equipment needs, catering, décor, and event supplies.
• Coordinate schedules and reconciles billing with main vendor for event setup.
• In collaboration with the Agent Relations Team, assists in the dissemination of marketing materials to the community as well as HealthTexas clinics.
• Serves as a point of contact for vendors, partners, and internal departments to ensure event requirements are met.
• Prepares and organizes event materials, signage, promotional items, and informational packets.
• Provides day-of event support: setup, breakdown, registration, attendee assistance, and troubleshooting.
• Maintains event calendars, timelines, and checklists; ensures deadlines are met.
• Tracks event expenses, process invoices, and support budget monitoring.
• Assist with event-related communications, including invitations, announcements, social media posts, and follow-up messages.
• Collect event feedback, attendance records, and outcome metrics to support post-event reporting.
• Maintains inventory of marketing and event supplies, ensuring materials are stocked and organized.
• Collaborates with the marketing team to align events with brand and messaging standards.
• Performs general administrative duties such as filing, copying, ordering supplies, preparing meeting materials, and maintaining records.
• Other duties as assigned.

Skills

Organizational skills

Time-management

Bilingual English/Spanish

Communication

Customer service

Teamwork

Education

High school diploma or equivalent

Associate degree

Bachelor's degree

Marketing/Communications degree

Tools

MS Office

Canva

Job description

The Marketing Events Coordinator is responsible for representing HealthTexas Primary Care Doctors by attending marketing and outreach events related to patient acquisition of our MA HMO Patients. In addition, this individual will be responsible for contributing to the growth and success of HealthTexas while upholding our Mission, Vision and Values.

Culture and Values Expectations

At HealthTexas, we believe that our workplace culture is the cornerstone of our success. We are committed to fostering an inclusive, collaborative, and innovative environment where every Associate feels valued, empowered and motivated to reach their full potential. Our culture is the driving force behind our mission "to deliver quality and compassionate care with outstanding service, every patient, every time". As a (Job Title) at HealthTexas we expect you to embody and promote our Values and defined expectations.

• Integrity: Do the right thing, the right way, every time.
  • Be honest and uphold commitments and responsibilities, earn the trust and respect of the team and those we serve, and maintain privacy and confidentiality.
• Compassion: Treat everyone with respect and dignity.
  • Foster an environment of inclusivity and well-being, practice patience and empathy, and assume positive intent.
• Synergy: Collaborate to improve outcomes.
  • Invite and explore new opportunities, promote effective communication and teamwork, take pride in yourself, your work and HealthTexas.
• Stewardship: Use resources responsibly and efficiently.
  • Implement effective strategies to attain goals, achieve maximum productivity and results, and seek continuous knowledge and improvement.

Essential Job Duties & Responsibilities

• Assist in planning and executing marketing, community, and outreach events such as health fairs, Medicare 101 Seminars, produce giveaway events, etc.
• Coordinates event logistics including venue reservations, equipment needs, catering, décor, and event supplies.
• Coordinates schedules and reconciles billing with main vendor for event setup.
• In collaboration with the Agent Relations Team, assists in the dissemination of marketing materials to the community as well as HealthTexas clinics.
• Serves as a point of contact for vendors, partners, and internal departments to ensure event requirements are met.
• Prepares and organizes event materials, signage, promotional items, and informational packets.
• Provides day-of event support: setup, breakdown, registration, attendee assistance, and troubleshooting.
• Maintains event calendars, timelines, and checklists; ensures deadlines are met.
• Tracks event expenses, process invoices, and support budget monitoring.
• Assist with event-related communications, including invitations, announcements, social media posts, and follow-up messages.
• Collect event feedback, attendance records, and outcome metrics to support post-event reporting.
• Maintains inventory of marketing and event supplies, ensuring materials are stocked and organized.
• Collaborates with the marketing team to align events with brand and messaging standards.
• Performs general administrative duties such as filing, copying, ordering supplies, preparing meeting materials, and maintaining records.
• Other duties as assigned.

Experience

• 1–3 years of experience in event coordination, marketing support, or administrative roles.
• Experience in healthcare, community outreach, or customer-facing roles preferred.
• Bilingual in speaking Spanish required.

Education

• High school diploma or equivalent required; associate or bachelor’s degree in marketing, communications, business, or related field preferred.

Knowledge, Skills & Abilities

• Strong organizational and time-management skills with the ability to manage multiple projects.
• Excellent verbal and written communication in English and Spanish.
• Proficiency in Microsoft Office Suite (Word, Excel); experience with marketing tools (e.g., Canva) a plus.
• Ability to work independently and as part of a team.
• Strong customer service skills.

Work Hours, Travel Requirements

• Monday – Friday, 8:00 a.m. – 5:00 p.m., and as needed to complete projects.
• Travel to medical offices, event centers, healthcare agent offices, etc. may be necessary for the purpose of providing benefit education and awareness of HTMG.
• Evening and weekend event participation is required, however those events are planned in advance. On average, these events are 1-2 monthly.

Working Conditions & Physical Requirements

• This job operates in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets and fax machines.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift tables, chairs, marketing promotional materials files, open filing cabinets and bend or stand on a stool as necessary. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.