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 our products bring 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. Associates enjoy on‑the‑job training, professional development, and the chance to make a difference in health care while working in a culture that values dedication, hard work, 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—across Texas and other assigned locations. The role requires excellent professional and interpersonal communication, strategic planning, and the ability to troubleshoot when plans change. Coordinators “run the show,” navigating each essential step in the event process alongside their 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 entire event life cycle: site selection, contract negotiation, food & beverage planning, A/V coordination, onsite execution, vendor management, budget reconciliation, and creation of required logistics documents.
• Serve as primary onsite contact under limited supervision and coordinate setup and tear‑down of events.
• Greet all attendees professionally and warmly to create a welcoming atmosphere.
• Seek feedback from attendees, clients, and faculty to ensure a high‑quality educational experience.
• Create reports analyzing event data to determine return on investment.
• Develop and 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 to communicate with attendees.
• Maintain company‑branded inventory for events and place orders as needed.
• Travel 60‑70% annually for events and other company functions, assisting in production and supervising vendor logistics.
• Other duties as assigned.

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‑level leaders.
• Sound working knowledge of the role’s technical systems, applications, and equipment, and understanding of its impact on other business functions.
• Efficient prioritization and planning of work activities and events.
• Ability to make independent, sound decisions with limited supervision.
• High standards and measures of excellence to ensure quality assurance.
• Demonstrated focus on enhancing customer satisfaction.
• Effectiveness and flexibility in changing environments, responsibilities, tasks, and people.
• Timely issue identification, resolution, and quick action to fix problems.
• Escalation of potential issues/concerns to senior leadership as 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.

Physical Demands & Work Environment

• Occasionally exert up to 20 pounds of force to lift, carry, pull, or move objects.
• Walk and stand for extended periods, especially at events.
• Bend, twist, and reach as needed during events.
• Frequent travel and occasional evenings/weekends required.
• Hybrid work environment; candidate must be located in the Austin, TX area.

Compensation & Benefits

We offer a competitive salary with a phenomenal incentive opportunity and a full suite of benefits. As a rapidly growing health‑media company, we celebrate innovators and reward performance, providing an environment where ideas can grow and make a tangible impact on physicians and patients.