Job Overview
Employment Type
Full-time
Work Schedule
Flexible
Weekend Shifts
Benefits
Health Insurance
Paid Time Off
Dental Insurance
Vision Insurance
Retirement Plan
Professional Development
Employee wellness programs
Job Description
IDEOlogy Health is a privately held medical media and education company based in the United States that is revolutionizing the way medical education is delivered and received. As an integrated communication partner, IDEOlogy Health provides a comprehensive array of products, services, education, and research tailored specifically for healthcare professionals and industry scientists. The company has rapidly become a trusted and sought-after resource for physicians by continuously innovating and enhancing the quality of healthcare communication. IDEOlogy Health is experiencing unprecedented growth as its products deliver significant value to all stakeholders, positioning it as a key player in the health education sector.
Driven by the fast-paced and evolving healthcare communications landscape, IDEOlogy Health is dedicated to staying ahead of industry trends by developing cutting-edge communication strategies that improve the quality of life through healthcare communications, live events, and medical education. The company culture emphasizes dedication, hard work, collaboration, community involvement, and professional growth opportunities. Employees at IDEOlogy Health benefit from extensive on-the-job training and resources designed to foster career development while contributing to positive change in the healthcare industry.
The role of Conference & Events Coordinator at IDEOlogy Health is a critical and visible position reporting directly to the Conference & Events Manager. The Coordinator will assist with the planning, coordination, and execution of multiple medical education conferences and various other in-person, hybrid, and virtual events. This position requires full-cycle project management and event coordination skills, ensuring that all event components—including room setups, food and beverage arrangements, audio-visual requirements, registration, and sponsor coordination—are flawlessly executed.
Key responsibilities encompass managing vendor relationships, negotiating contracts, coordinating faculty participation, and ensuring a professionally branded presence at conferences. The Coordinator also collaborates with internal departments to share relevant event information, utilize organizational tools to track project timelines, and provide white-glove service to event attendees, sponsors, and faculty. The ideal candidate will also support tactical activities such as preparing registration materials, assembling conference kits, and assisting with onsite event logistics.
Additionally, the Conference & Events Coordinator manages the lifecycle of non-conference related events, which includes pre-event planning, day-of execution, and post-event communication. This involves overseeing site selection, contract negotiation, budget tracking, vendor management, and creation of event logistics documentation. The role demands leadership, strong communication, and project management skills to work effectively within cross-functional teams.
IDEOlogy Health prides itself on fostering an innovative and inclusive environment where bold ideas are encouraged, and fresh approaches to challenges are rewarded. The company recognizes the importance of each employee’s contribution and is committed to offering a competitive salary, excellent incentive opportunities, and a comprehensive benefits package. Employees who thrive at IDEOlogy Health are those who embrace challenges, think creatively, and share a passion for improving healthcare outcomes. This role is ideal for driven individuals seeking to make a meaningful impact while growing their professional skills in a dynamic, fast-growing organization.
Driven by the fast-paced and evolving healthcare communications landscape, IDEOlogy Health is dedicated to staying ahead of industry trends by developing cutting-edge communication strategies that improve the quality of life through healthcare communications, live events, and medical education. The company culture emphasizes dedication, hard work, collaboration, community involvement, and professional growth opportunities. Employees at IDEOlogy Health benefit from extensive on-the-job training and resources designed to foster career development while contributing to positive change in the healthcare industry.
The role of Conference & Events Coordinator at IDEOlogy Health is a critical and visible position reporting directly to the Conference & Events Manager. The Coordinator will assist with the planning, coordination, and execution of multiple medical education conferences and various other in-person, hybrid, and virtual events. This position requires full-cycle project management and event coordination skills, ensuring that all event components—including room setups, food and beverage arrangements, audio-visual requirements, registration, and sponsor coordination—are flawlessly executed.
Key responsibilities encompass managing vendor relationships, negotiating contracts, coordinating faculty participation, and ensuring a professionally branded presence at conferences. The Coordinator also collaborates with internal departments to share relevant event information, utilize organizational tools to track project timelines, and provide white-glove service to event attendees, sponsors, and faculty. The ideal candidate will also support tactical activities such as preparing registration materials, assembling conference kits, and assisting with onsite event logistics.
Additionally, the Conference & Events Coordinator manages the lifecycle of non-conference related events, which includes pre-event planning, day-of execution, and post-event communication. This involves overseeing site selection, contract negotiation, budget tracking, vendor management, and creation of event logistics documentation. The role demands leadership, strong communication, and project management skills to work effectively within cross-functional teams.
IDEOlogy Health prides itself on fostering an innovative and inclusive environment where bold ideas are encouraged, and fresh approaches to challenges are rewarded. The company recognizes the importance of each employee’s contribution and is committed to offering a competitive salary, excellent incentive opportunities, and a comprehensive benefits package. Employees who thrive at IDEOlogy Health are those who embrace challenges, think creatively, and share a passion for improving healthcare outcomes. This role is ideal for driven individuals seeking to make a meaningful impact while growing their professional skills in a dynamic, fast-growing organization.
Job Requirements
- Bachelor's degree
- 1-2 years of proven experience in a similar role
- strong project management skills
- experience managing third-party vendors and negotiating contracts
- exceptional attention to detail
- strong organizational skills
- excellent written and verbal communication skills
- ability to collaborate with internal and external stakeholders
- flexibility to adapt to changing environments and priorities
- ability to work well under pressure
- critical thinking and problem-solving abilities
- willingness and ability to travel 30-40% annually
- proficiency in Microsoft products, Zoom, Survicate, Slido, and Asana preferred
- ability to lift up to 30 pounds occasionally
- ability to walk and stand for extended periods
- ability to bend, twist, and reach during events
- flexibility to work occasional evenings and weekends
- hybrid work environment with location in greater Austin area
Job Qualifications
- Bachelor's degree
- 1-2 years of experience in event coordination or similar role
- strong project management skills
- experience managing third-party vendors and negotiating contracts
- exceptional attention to detail and organizational skills
- excellent written and verbal communication skills
- ability to collaborate effectively with stakeholders
- flexibility and adaptability in a dynamic environment
- ability to work independently and within a team
- critical thinking and problem-solving skills
- proficiency in Microsoft Office, Zoom, and Asana preferred
- ability to travel 30-40% annually
Job Duties
- Ensures successful execution of conference initiatives including room setups, food and beverage, audio visual, room block management, registration, and sponsor coordination
- Serves as liaison with hotels for room lists and monitoring room pickup reports
- Sources and negotiates with vendors and suppliers for attendee promotional items
- Assists with coordinating faculty participation including registration, travel, hotel accommodations, and presentation logistics
- Communicates event information to sponsors and exhibitors
- Manages sponsor and exhibitor participation and coordinates production of sponsor deliverables
- Manages production and onsite execution of conference signage and branding elements
- Collaborates with departments and stakeholders to gather event details and provide updates
- Utilizes organizational tools to manage event timelines and tasks
- Provides white-glove service to attendees, faculty, and sponsors
- Reviews conference documents for consistency
- Creates onsite logistical documents such as Know Before You Go and Staffing Guides
- Supports tactical activities such as preparing badges and registration lists
- Manages operational delivery of in-person, virtual, and hybrid events including pre-planning, execution, and post-event follow-up
- Oversees site selection, contract negotiation, F&B planning, A/V coordination, vendor management, budget reconciliation, material shipping, and event documentation
- Demonstrates leadership and communication within cross-functional teams
Job Criteria
Experience
Entry Level (1-2 years)
Job Location
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