Event Coordinator (100% remote)

***Please note that our customer is currently not considering applicants from the following locations: Alabama, Arkansas, Delaware, Florida, Indiana, Iowa, Louisiana, Maryland, Mississippi, Missouri, Oklahoma, Pennsylvania, South Carolina, and Tennessee.***

Our Customer is a corporation that develops, manufactures, and markets robotic products designed to improve clinical outcomes of patients through minimally invasive surgery. Founded in 1995, their goal was to create innovative, robotic-assisted systems that help empower doctors and hospitals to make surgery less invasive than an open approach. Working with the top medical professionals, they continue to develop new, minimally invasive surgical platforms and future diagnostic tools to help solve complex healthcare challenges around the world.

We are seeking an Event Coordinator on a contract basis to support our Customer's business needs. This role is 100% remote.

This role plays a pivotal role in planning, coordinating, and executing a broad range of marketing events and communications. The role is responsible for managing event strategy, logistics, budgeting, and vendor relationships to ensure the successful delivery of events that effectively engage internal and external stakeholders. It requires collaboration across multiple teams to align event activities with organizational goals and to enhance the overall customer experience. The position supports various event formats, including in-person, hybrid, and virtual events, with an emphasis on efficiency, quality, and stakeholder satisfaction.

Responsibilities:

• Develop and manage the event calendar and communications plan in collaboration with marketing and sales teams.
• Guide teams on best practices for event management and communication strategies across in-person, hybrid, and virtual formats.
• Plan and coordinate all event logistics including venue sourcing, vendor contracts, travel arrangements, audiovisual coordination, food and beverage, and registration management.
• Oversee budget forecasting, expense tracking, and ensure events are delivered within approved financial guidelines.
• Organize and manage auxiliary meetings related to events such as pre-show strategy sessions, focus groups, symposia, and post-event debriefs.
• Manage tradeshow logistics, including shipping, show services, badge registration, and collaboration with exhibit houses for large-scale events.
• Maintain databases of industry contacts, vendors, and venues to support event planning and execution.
• Troubleshoot and resolve issues during event days to ensure smooth operations.
• Communicate event details and preparation materials to internal stakeholders and attendees in a timely manner.
• Analyze event leads and provide summary reports with key insights to inform continuous improvement.
• Support the planning and execution of company-led meetings and conferences as required.

Qualifications

• Minimum 5 years of experience in marketing, communications, administration, or a related field.
• Bachelor’s degree preferred but not required.
• Experience in vendor negotiation and managing external suppliers.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to analyze data and report key insights.
• Strong organizational, project planning, and prioritization skills.
• Proven ability to manage multiple tasks under tight deadlines with minimal supervision.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to collaborate and manage cross-functional teams.
• Willingness to travel up to 30% annually and work flexible hours, including weekends.
• Ability to perform some manual labor and lift up to 40 lbs.

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements) Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.