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Event Operations Coordinator

California, United States (On-site)

Event Operations Coordinator

1 Month ago • 1 Years + • Events

About the job

5 skills required for this role

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microsoft-office

back-end

excel

-sap

organisational-skills

Job Description

This role will support the Tradeshow and Conference team with responsibilities such as streamlining current processes, providing back-end support, preparing global budgets and spend analysis, ensuring accuracy of visibility settings for internal and external teams, documenting and verifying compliance with company policies and reporting requirements, ensuring event details are up to date, conducting inventory of equipment and demo products, working with Demo Coordinator SAP in preparing Demo Forecast, routing and maintaining booth graphics and other tradeshow marketing materials, building and maintaining Conference calendars, managing and collaborating with the Finance team on all Event payments and reconciliation, traveling on occasion to support Tradeshows and Events, assisting with account reconciliation and month-end, adhering to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures, ensuring other members of the department follow the QMS, regulations, standards, and procedures, and performing other work-related duties as assigned.

Must have:

Bachelor’s degree
1+ year of relevant administrative experience
Excellent oral and written communication skills
Strong interpersonal and teamwork skills
High level of competence in Microsoft Office tools
Excellent organizational skills
Ability to prioritize assignments while handling various projects simultaneously

Good to have:

Experience working with commercial teams (marketing and/or sales)
Medical device industry experience

Perks:

Competitive compensation package
Benefits and equity program

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Our Events team is looking for a highly organized go-getter to support the planning, execution, and follow-up of tradeshow programs. Some of the core duties of this role include creating conference materials, coordinating event logistics and travel arrangements, and updating processes that ensure a successful tradeshow. This position plays a critical role in maintaining processes integral to the development, execution, and follow-up of successful educational programs and events. If you're someone with a passion for event coordination, we encourage you to apply!

What You’ll Work On

• Support the Tradeshow and Conference team, including assisting in conference logistics, to streamline current processes and provide back-end programs support.

• Assist in preparing global budgets and spend analysis.

• Ensure accuracy of visibility settings for internal and external teams and document and verify compliance with all company policies as well as reporting requirements (i.e. the Sunshine Act, Spend reporting).

• Ensure event details are up to date prior to communication with Sales & Marketing teams (Showpad)

• Conduct inventory of equipment and demo products prior to packing and shipping to an event and upon its return.

• Work with Demo Coordinator SAP in preparing Demo Forecast for all upcoming conferences.

• Route and maintain booth graphics and other tradeshow marketing materials and collaborate with graphics and marketing team

• Build and maintain Conference calendar(s)

• Manage and collaborate with Finance team on all Event payments and reconciliation

• Travel on occasion to support Tradeshows and Events.

• Assist with account reconciliation, month end.

• Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures.

• Understand relevant security, privacy and compliance principles and adhere to the regulations, standards, and procedures that are applicable to the Company.

• Ensure other members of the department follow the QMS, regulations, standards, and procedures.

• Perform other work-related duties as assigned

What You Contribute

• Bachelor’s degree with 1+ year of relevant administrative experience, or an equivalent combination of education and experience.

• Experience working with commercial teams (marketing and/or sales) desired.

• Excellent oral and written communication skills, strong interpersonal and teamwork skills required.

• High level of competence in Microsoft Office tools (Word, Excel, and PowerPoint).

• Also required are excellent organizational skills and the ability to prioritize assignments while handling various projects simultaneously.

• Medical device industry experience helpful, but not required.

• Knowledge of Cvent software

Working Conditions

General office environment. Business travel from 0% - 10%. Potential exposure to blood-borne pathogens. Requires some lifting and moving of up to 25 pounds. Must be able to move between buildings and floors. Must be able to remain stationary and use a computer or other standard office equipment, such as a printer or copy machine, for an extensive period of time each day. Must be able to read, prepare emails, and produce documents and spreadsheets. Must be able to move within the office and access file cabinets or supplies, as needed. Must be able to communicate and exchange accurate information with employees at all levels on a daily basis.

Annual Base Salary Range: $66,560 - $80,000

We offer a competitive compensation package plus a benefits and equity program, when applicable. Individual total compensation will vary based on factors such as qualifications, skill level, competencies, and work location.

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View Full Job Description

$66.6K - $80.0K/yr (Outscal est.)

$73.3K/yr avg.

Alameda, California, United States

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