Conference & Events Coordinator

Lockwood

Conference & Events Coordinator assisting with planning and executing medical education conferences at IDEOlogy Health. Requires strong project management skills and attention to detail for successful events.

Posted 5/22/2026full-timeAustin • Texas • 🇺🇸 United StatesJuniorMid-LevelWebsite

Tech Stack

Tools & technologies

About the role

Key responsibilities & impact

Ensures successful execution of various assigned conference initiatives to include room setups, food and beverage, audio visual, room block management, registration, and sponsor coordination
Serves as liaison with hotels for submitting room lists and monitoring weekly room pickup reports
Sources and negotiates with vendors and suppliers for attendee promotional items
Assists with coordinating faculty participation to include confirming registration, travel, hotel accommodations and other presentation logistics as needed
Communicates and disseminates event related Information to sponsors and exhibitors
Assists with managing sponsor and exhibitor participation, informs sponsors and exhibitors of deadlines, and coordinates the production of sponsor related deliverables
Assists with managing the production and onsite execution of conference signage and sponsor branding elements, ensuring a polished, professional brand presence
Collaborates with various departments and stakeholders to gather pertinent event details and participates in weekly meetings to provide updates and disseminate crucial information throughout the planning process
Effectively utilizes internal organizational tools to manage and track event project timelines and related tasks
Demonstrates responsive and thoughtful white-glove service to event attendees, faculty, and sponsors
Reviews conference-related documents and correspondence for consistency
Assists with creating onsite internal and external logistical documents such as Know Before You Go, Staffing Guides, and event planning SOPs
Supports tactical preparation and implementation of conference activities such as preparing name badges and registration lists, assembling conference materials, and assisting with onsite event execution

Requirements

What you’ll need

Bachelor’s Degree with at least 1-2 years of proven experience in a similar role
Strong project management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple high-priority projects simultaneously
Experience managing third-party vendors and suppliers, negotiating contracts, and ensuring services align with event requirements
Exceptional attention to detail and strong organizational skills are a must
Excellent written and verbal communication skills with the ability to collaborate effectively with internal and external stakeholders
Demonstrates effectiveness and flexibility with changing environments, responsibilities, and the prioritization of tasks
Works well under pressure and can remain calm and professional during the planning stage as well as the onsite execution of events
Displays critical thinking and strategy to resolve logistical issues
Comfortable in a small office environment that requires both collaboration and the ability to work independently
Proven ability to Interact effectively, diplomatically, and maturely In this crucial and highly accountable position
Proficient in all Microsoft Products, Zoom, Survicate, Slido, and Asana preferred
Travel about 30-40% annually for events and other company functions to assist In production of events and supervise vendor related logistics

Benefits

Comp & perks

Competitive salary with a phenomenal incentive opportunity
Full suite of benefits

ATS Keywords

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Hard Skills & Tools

project managementvendor managementcontract negotiationevent logisticsattention to detailorganizational skillscritical thinkingstrategy development

Soft Skills

communication skillscollaborationflexibilityability to work under pressureinterpersonal skillsresponsivenessprofessionalism