Field Events Lead (part-time, remote, with travel)

Primary Location: All U.S. Locations (remote)

About the role

We are currently seeking a Field Events Lead to own PaceMate's conference, event, and sponsorship portfolio end-to-end — from budget and site planning through booth logistics, on-site execution, and post-event reporting. This role brings deep, hands-on experience running the full lifecycle of conferences, sponsorships, executive roundtables, webinars, and internal sales meetings. The right person has planned and run conferences and field events before, understands what it takes to negotiate a sponsorship, staff a booth, and manage a budget against a P&L, and can move fluidly between strategic planning and hands-on logistics.

Additionally, this role works cross-functionally, engaging with sales, executive leadership, product, clinical, and operations to ensure every event supports PaceMate's broader commercial goals. This role is expected to own its calendar of conferences, roundtables, webinars, and executive and sales meetings, and to protect every deadline within it — from a sponsorship contract deadline to a shipping cutoff for booth materials.

Responsibilities

• Conference & Event Budget Ownership
  • Own the conference and event calendar, including which events PaceMate attends, sponsors, or hosts, and the scope of PaceMate's presence at each.
  • Set, manage, and report against the annual conference and event budget; track spend and registrations for each individual event.
  • Scope, plan, and execute sponsorship opportunities, including budget setting, contract negotiation and drafting, reservations, and shipping logistics.
  • Communicate with internal stakeholders to ensure everyone is aligned and prepared.
• Booth & On-Site Logistics
  • Manage booth build and design in partnership with outside vendors, including shipping, drayage, risk assessment, and on-site assembly.
  • Manage all on-site logistics for each event: AV support/set-up, tech suite setup, booth staffing, dinners, and after-hours events.
  • Manage the site selection process for conferences, roundtables, and executive meetings, and present recommended options to the VP of Marketing for final decisions on sites, hotels, and venues.
  • Book and manage hotel rooms and room assignments for internal attendees, speakers, and Medical Advisory Board members.
• Sponsorships & Vendor Management
  • Own the full vendor and sponsorship agreement lifecycle — scoping, contract drafting, collecting required documentation (W-9s, SOWs, ACH details), coordinating signatures, and overseeing execution start to finish.
  • Direct outside vendors and event agencies on booth build, customer support materials, and conference messaging.
  • Collaborate with Internal Counsel to finalize SOWs where needed and maintain all vendor documentation on the PaceMate SharePoint marketing site.
• Roundtables, Webinars & Executive/Sales Meetings
  • Own planning and execution of the PaceMate Roundtable Series, including site evaluation, logistics, and attendee coordination.
  • Plan and execute Quarterly Deal Rip meetings (East and West) for the SVP of Sales and Marketing, including venue, logistics, and materials.
  • Own bespoke events from planning through execution, including webinars, client events/dinners, and KOL meetings.
• Post-Event Follow-Up & Reporting
  • Coordinate the lead capture processes and ensure post-event data is properly collected and organized.
  • Facilitate post-event surveys and debriefs, document key takeaways and reporting, and track follow-up action items.
  • Organize and archive event assets (photos, materials, presentations, vendor contacts) on SharePoint following each event.
• Cross-Functional Coordination
  • Ensure all event-related projects are tracked in ClickUp.
  • Maintain and organize the PaceMate marketing projects in ClickUp and SharePoint so event assets, templates, and vendor records are current and easy to locate.
  • Maintain a working knowledge of PaceMate products and services; uphold PaceMate's Mission, Vision, and Customer Service standards, and adhere to the Code of Conduct and all Company Policies and Procedures.

Requirements

• Minimum 6+ years of professional experience in conference/event management, field marketing, or sponsorship management, with demonstrated ownership of event budgets.
• Bachelor's degree required, or an equivalent combination of education and experience.
• Proven track record planning and executing conferences end-to-end — budget, booth logistics, sponsorships, and on-site execution.
• Experience negotiating and managing sponsorship and vendor contracts.
• Experience organizing executive-level meetings and large group events required.
• Experience in SaaS marketing, healthcare, or cardiology medical device strongly preferred.
• B2B market research experience.
• Demonstrated experience managing the request for proposal (RFP) process.
• Plan and produce Executive Conferences (experience with digital and print ads, multi-media, video, etc.).
• Fluency in project/team management tools (e.g., ClickUp, Smartsheet, Monday, Asana, Microsoft Project, Salesforce).
• Outstanding organizational skills, with the ability to manage multiple events, budgets, and stakeholders simultaneously.
• Excellent interpersonal and communication skills, with the ability to work with and influence stakeholders at all levels, including executive leadership and sales.
• Experience with Sales Incentive Programs.
• Public Relations Experience.
• Management experience critical to effectively manage vendor partnerships with vendors and booth partners.
• Proficiency with MS Office, DocuSign, Slack, and Teams a strong plus.
• Project management certification or equivalent (e.g., CMP, PMP) a plus.

Physical Requirements

• Frequently required to remain in a stationary position, constantly operate a computer or other office equipment, and frequently communicate with customers and employees.
• Must be able to exchange accurate information, with the ability to effectively utilize voice over internet protocol and perform repetitive motions using fingers and forearms in data entry.

Other Requirements

• Home office setup: Maintain a dedicated, separate office or room at home to ensure privacy and professional working conditions.
• Connectivity: Maintain a reliable, high-speed internet connection at your residence.
• Geographic restriction: Must reside and work exclusively within the contiguous United States.
• Must legally be eligible to work in the United States.
• Notification protocol: You must inform and receive approval from the IT department before working from any location other than the legal address PaceMate has on file.
• Foreign transport of sensitive information: When confidential information is carried into a foreign country, it must be stored in an inaccessible form (e.g., encrypted external storage) or always remain in the worker’s possession. PaceMate workers may not take secret PaceMate information into another country without permission from Physical Security Management.

Travel

This position is remote, with up to 25% of domestic (and potential future international) travel required to attend conferences, tradeshows, and customer meetings.

Pay

Target compensation range: $45.00-$55.00 per hour

Benefits

PaceMate offers those employees working full-time a robust compensation and benefit package to include:

• Health and Prescription coverage
• Dental
• Vision
• Long-Term Disability
• Short-Term Disability
• AD&D
• Flexible Spending Account
• Healthcare Savings Account
• 401k Retirement Savings
• Discount Program
• Employee Assistance Program
• Financial Wellness Program
• Paid Time Off
• Legal Insurance
• Hospital Indemnity
• Critical Illness
• Accident Coverage

Reporting Relationships

Supervised by: VP of Marketing