Marketing Events Coordinator

About the Role

Represent HealthTexas Primary Care Doctors by attending marketing and outreach events focused on patient acquisition for our MA HMO patients. Contribute to the growth and success of HealthTexas while upholding our Mission, Vision, and Values.

Culture and Values Expectations

At HealthTexas, we believe workplace culture is the cornerstone of our success. We foster an inclusive, collaborative, and innovative environment where every Associate feels valued, empowered, and motivated. Our culture drives our mission: “to deliver quality and compassionate care with outstanding service, every patient, every time.”

• Integrity: Do the right thing, the right way, every time. Be honest, uphold commitments, earn trust, and maintain privacy and confidentiality.
• Compassion: Treat everyone with respect and dignity. Foster 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, and take pride in yourself, your work, and HealthTexas.
• Stewardship: Use resources responsibly and efficiently. Implement effective strategies to attain goals, achieve maximum productivity, and seek continuous knowledge and improvement.

Responsibilities

• Assist in planning and executing marketing, community, and outreach events such as health fairs, Medicare 101 Seminars, and produce giveaway events.
• Coordinate event logistics including venue reservations, equipment needs, catering, décor, and event supplies.
• Coordinate schedules and reconcile billing with the main vendor for event setup.
• Collaborate with the Agent Relations Team to disseminate marketing materials to the community and HealthTexas clinics.
• Serve as a point of contact for vendors, partners, and internal departments to ensure event requirements are met.
• Prepare and organize event materials, signage, promotional items, and informational packets.
• Provide day-of event support: setup, breakdown, registration, attendee assistance, and troubleshooting.
• Maintain event calendars, timelines, and checklists; ensure deadlines are met.
• Track 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.
• Maintain inventory of marketing and event supplies, ensuring materials are stocked and organized.
• Collaborate with the marketing team to align events with brand and messaging standards.
• Perform general administrative duties such as filing, copying, ordering supplies, preparing meeting materials, and maintaining records.
• Other duties as assigned.

Requirements

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

Skills

• 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.

Schedule

• Monday – Friday, 8:00 a.m. – 5:00 p.m., with additional hours as needed to complete projects.
• Travel to medical offices, event centers, and healthcare agent offices may be required.
• Evening and weekend event participation is required (1–2 events per month, planned in advance).

Working Conditions & Physical Requirements

This job operates primarily in an office setting, using standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines.

• Regularly required to talk and hear.
• Largely sedentary, but may require lifting tables, chairs, or marketing materials, as well as bending, standing on a stool, or opening filing cabinets.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.