Event Specialist
Event Specialist
Posted on :
11-07-2025
Employer Active
1 Vacancy
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Job Description
This position also supports HOPCos broader strategic goals by showcasing our innovative value-based care models digital patient engagement platforms and integrated musculoskeletal solutions to key stakeholders across the healthcare industry.
ESSENTIAL FUNCTIONS
Event Planning & Execution
- Maintain a comprehensive calendar and tracking system for all HOPCo eventsinternal meetings industry conferences and partner engagementsto support planning prioritization and resource allocation.
- Assist in implementing and maintaining a tiered event classification system (e.g. Tier A/B/C) to organize events by strategic value audience and resource requirements.
- Support the development and upkeep of standard operating procedures checklists and toolkits for each event tier to ensure consistency and efficiency.
- Create and manage scalable event kits (e.g. booth-in-a-box) for low-touch (Tier C) events helping reduce resource demands while maintaining brand standards.
- Track and manage a pipeline of upcoming event opportunities capturing key information such as audience costs sponsorship details HOPCo participants and deadlines.
- Coordinate fulfillment of sponsorship deliverables including the submission of logos company descriptions speaker bios and other required materials.
- Collaborate with cross-functional teamssuch as marketing business development and contentto ensure all event deliverables are completed on time.
- Coordinate logistics for HOPCos participation in third-party events including booth setup branded materials and on-site communication needs.
- Assist with travel arrangements and on-site logistics for HOPCo executives speakers and attendees.
- Support event-related vendor coordination contract management and budget tracking.
- Lead order management and inventory of promotional items and collateral for events.
Strategic Alignment & Brand Representation
- Partner with internal teams to ensure all events reflect HOPCos strategic priorities brand messaging and quality standards.
- Research and recommend new event opportunities that support business objectives and strengthen HOPCos presence and thought leadership in the industry.
Marketing & Promotion
- Work with the marketing and communications team to support event promotion through the creation and coordination of signage collateral digital content and communications before and after each event.
- Conduct assessments gather feedback and KPI performance and compile read-outs/recommendations after key events.
Event Analytics & Continuous Improvement
- Collect and organize data related to event performance including ROI attendee engagement and feedback.
- Assist in developing reports and insights to improve future event planning execution and overall impact.
EDUCATION
- Bachelors degree in marketing communications hospitality business or a related field.
EXPERIENCE
- 3 years of experience in event planning marketing or communications preferably in healthcare life sciences or a professional services environment.
REQUIREMENTS
- Proven experience planning and executing both hosted and third-party events including trade shows conferences and corporate programs.
- Willingness and ability to travel for events (estimated 15-30%).
KNOWLEDGE
- Understanding of event logistics including budgeting vendor management and on-site coordination.
- Familiarity with event marketing strategies including digital content and branded collateral.
- Awareness of branding principals and how to maintain brand consistency across channels.
- Knowledge of project management and marketing tools (i.e. Salesforce Mailchimp Eventbrite etc.)
SKILLS
- Excellent written and verbal communication skills.
- Strong organizations and time management skills with ability to manage multiple projects simultaneously.
- Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
- Skilled in managing vendor relationships and sponsorship deliverables.
ABILITIES
- Ability to work cross-functionally and collaborate with internal teams and external partners.
- Ability to manage competing priorities and adapt quickly to changes.
- Ability to represent the brand professionally and consistently in high-visibility settings.
- Ability to analyze event success metrics and make data-driven decisions for improvement.
ENVIRONMENTAL WORKING CONDITIONS
- Work is typically performed in a professional office environment with standard office equipment (computers phones printers etc.).
- Occasional travel is required to support onsite event coordination which may include working in a hotel conference centers convention halls hospitals or outdoor venues.
- Must be able to work flexible hours could include evenings and weekends.
- May require standing or walking for extended periods during events as well as occasional lifting or moving of materials and displays (up to 25 pounds).
- Hybrid or remote work environment may be available based on business needs and location.
PHYSICAL/MENTAL DEMANDS
- Ability to sit at a desk and work on a computer for prolonged periods.
- Be able to focus on tasks and manage multiple projects simultaneously to meet deadlines.
- Must be able to lift at least 25 pounds on occasion.
- Occasional walking bending reaching and lifting while setting up or managing events.
- Ability to travel by air or ground transportation as needed.
- Must be able to problem-solve quickly and remain calm under pressure especially during live events.
ORGANIZATIONAL REQUIREMENTS
- HOPCo Mission Vision and Values must be acknowledged and adhered to
This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities knowledge skills abilities and working conditions may change as needs evolve.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Key Skills
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