Event Coordinator

About the Organization

IDEOlogy Health, part of The Lockwood Group, is a medical media & education company in the United States that is 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 are quickly becoming the “go‑to” resource for physicians. Our rapid growth reflects the value of our products to all stakeholders. We stay ahead of the evolving health‑care communications industry by creating new ways to improve quality of life through communications, live events, and medical education. We offer associates on‑the‑job training, professional development, and the chance to make a difference in health care while fostering a culture of dedication, collaboration, and community involvement.

Role Overview

As a member of the Events Team, the Events Coordinator assists with planning and executing the company’s 300+ medical education events from conception to completion. The role involves sourcing, coordinating, and managing events in Texas and other assigned locations, requiring strong professional communication, strategic planning, and troubleshooting skills. The coordinator “runs the show,” handling each essential step in the event process alongside the team.

Responsibilities

• Manage the operational delivery of assigned in‑person, virtual, and hybrid events, including pre‑event planning, day‑of execution, and post‑event communication.
• Oversee the full event life cycle: site selection, contract negotiation, food & beverage planning, A/V coordination, onsite execution, vendor management, budgeting, reconciliation, and creation of logistics documents.
• Serve as primary onsite contact under limited supervision, coordinating setup and tear‑down of events.
• Greet attendees professionally to create a welcoming atmosphere.
• Seek feedback from attendees, clients, and faculty to ensure a quality educational experience.
• Create reports analyzing event data to determine return on investment.
• Update department documents and presentations for each event.
• Work cross‑functionally with department leaders and teams to keep them informed of event status.
• Participate in ongoing training and development of company goals and direction.
• Maintain company‑branded inventory for events and place orders as needed.
• Travel 60‑70% annually for events and other company functions, supervising vendor logistics.
• Perform other duties as assigned.

Benefits

We offer a competitive salary with a strong incentive opportunity, a full suite of benefits, and a culture that celebrates innovation, challenges the status quo, and rewards performance. Employees can share ideas, see them grow, and make an impact that ultimately benefits physicians and patients.

Requirements

• Bachelor’s degree or 2‑3 years of relevant experience in a similar role.
• Exceptional time‑management skills, ability to manage projects and meet deadlines.
• Excellent written and verbal communication skills, including interaction with senior leaders and client organizations.
• Sound working knowledge of the technical systems, applications, and equipment used in the role and understanding of its impact on other business functions.
• Ability to prioritize and plan work activities efficiently.
• Independent decision‑making with limited supervision.
• High standards for quality assurance in all work.
• Strong focus on customer satisfaction.
• Flexibility and effectiveness in changing environments, responsibilities, tasks, and people.
• Timely issue identification, resolution, and escalation to senior leadership when appropriate.
• Comfort with basic audio‑visual equipment, including inspection, inventory control, and troubleshooting.
• Willingness to learn new technologies and work across multiple software platforms.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
• Familiarity with Zoom Meetings, Survicate, HubSpot, and Slido is preferred but not required.
• Located in the Austin, TX area; hybrid work environment.
• Ability to travel frequently and work occasional evenings and weekends as required.

Physical Demands & Work Environment

• Occasionally lift, carry, pull, or move objects up to 20 pounds.
• Walk and stand for extended periods, especially during events.
• Bend, twist, and reach as needed during events.
• Hybrid work environment with frequent travel.