Project Coordinator | Event Coordinator

Project Coordinator | Event Coordinator

The events coordinator will provide logistical, operational, and administrative support to the Client's Diagnostics Medical Education and Sales Education teams. This role is responsible for planning, coordinating, and executing internal tours and customer visits in our Innovation Center, sales training programs, and medical educational events. A successful candidate will serve as a key partner in ensuring high-quality experience for customers, healthcare professionals (HCPs), and internal stakeholders while maintaining compliance with all company policies and industry regulations. This position requires strong organizational skills, attention to detail, adaptability, and the ability to manage multiple priorities in a fast-paced environment.

Innovation Center Customer Visits and Internal Tours

• Coordinate the planning and execution of customer and internal visits to the Client's Innovation Center in San Diego in partnership with Sales Education, Sales, Sales Leadership, Marketing, and Medical & Scientific Affairs teams.
• Manage visit logistics, including scheduling, travel coordination, security notifications, lodging, ground transportation, meals, and customer itineraries.
• Arrange and monitor all event-related services, including catering, meeting space setup, and hospitality requirements.
• Serve as the on-site coordinator during visits, providing operational support and ensuring seamless experience for customers and internal stakeholders.
• Anticipate and resolve logistical issues to support successful visit execution.

Sales Education Course Support

• Coordinate logistics for on-site Sales Education training courses.
• Manage training materials, including printing, preparation, shipment, and distribution.
• Coordinate classroom and meeting room reservations, catering services, audiovisual requirements, and supply orders.
• Provide on-site support for training courses, including setup, attendee assistance, meal coordination, and event breakdown activities.

Medical Education Event Coordination

• Partner with Medical Education team members to plan and execute educational programs and events.
• Coordinate program logistics, including invitations, registration management through Cvent, speaker travel arrangements, venue sourcing, and food and beverage planning.

Financial and Administrative Support

• Prepare and submit expense reports related to events, customer visits, educational programs, and HCP engagements.
• Manage event documentation and maintain organized records to support accurate reporting and reimbursement processes.
• Assist with budget tracking and expense reconciliation as needed.

Compliance and Quality

• Maintain a thorough understanding of Client's compliance policies, transparency reporting requirements, and applicable federal and state regulations.
• Ensure all activities are conducted in accordance with company policies, including Sunshine Act, Stark Law, and other healthcare-related compliance requirements.
• Support accurate documentation and reporting to maintain compliance across all events and customer interactions.

Qualifications

• Experience in event planning, meeting management, training coordination, medical device, healthcare, or medical education environments preferred.
• Excellent organizational and project management skills with exceptional attention to detail.
• Ability to prioritize competing demands and manage multiple projects simultaneously.
• Strong communication and interpersonal skills with a customer-focused approach.
• Proven ability to work independently while collaborating effectively with cross-functional teams.
• Strong problem-solving skills and ability to adapt in a dynamic environment.
• Proficiency with Microsoft Office applications, including Excel, Word, and PowerPoint.
• Experience with event management platforms such as Cvent is preferred.

Education

• Bachelor's degree required.

Experience

• 2 to 5 years of professional experience in event coordination, meeting planning, training support, medical education, healthcare, or related fields preferred.