Event Coordinator

About the Company:

Based in San Diego, California, Eyes On Eyecare®, the #1 provider of leading-edge clinical and career education for the next generation of optometrists and ophthalmologists, is seeking a detail-oriented and organized individual to join our team. Through an all-in-one digital platform, we provide editorial content, industry news, events, CE/CME, courses, clinical content, market research, and talent acquisition.

Who are we looking for?

The Event Coordinator will be responsible for supporting the Publication Department with their internal events, summits, and webinars. The Event Coordinator will primarily work behind the scenes on tasks that drive our events, webinars, and summits forward, but will also work directly with clients and speakers via email and phone. Ultimately, the goal is for this position to help us retain our current workload, create efficiencies, and expand our event, summit, and webinar offerings, increasing revenue for the company.

What will you be doing?

Event Support & Execution
- Provide support to the Event Manager and Publication department to achieve core KPIs and campaign goals
- Assist with all internal events, webinars, and summits by doing the following:
- Build the framework of each registration landing page for all of our internal events, summits, and webinars
- Assist in the build of sponsor booths for our virtual events, summits, and webinars on an as-needed basis
- Coordinate event raffle items
- Creation and execution of FAQs and support bots for event day management
- Manage key elements of the education sessions and setup, including speaker coordination, as well as speaker CE/CME submissions.
- Manage all communication with speakers, including sending calendar invites and corresponding with them regarding their duties.
- Utilizing Hubspot, create, manage, and deploy event verification emails
- Assist with post-event reporting on an as-needed basis
- Conference bag build in our events platform, Sanity
- Continuing Education Hub build, in our events platform, Sanity
- Enter event features (pop-up notifications, polling, player notifications, snowflakes) into our events platform, Sanity, for the event

Speaker Communication & Management
- Regularly interface with speakers via phone and email to keep them updated on an as-needed basis to provide continuing education support
- Manage the continuing education paperwork process and execution for each accredited event, summit, or webinar, and coordinate with speakers to ensure deadline submissions are met

Publication Resource Management
- Use information from the project management system to upload articles to the company's content management platform and fill out needed metadata to prepare for publication.
- Research annual changes in topics like optometry school programs, optometry/ophthalmology licensing, and continuing education, etc. and update the data in articles using the content management platform.

What are the required qualifications?
- Must have at least 3 hours of working time within this period, to train, collaborate, and work with your manager and team
- 8:00 AM - 5:00 PM Central Time Zone
- The rest of your working hours are flexible and completely up to you
- Potential availability during weekends and nights for events (CT)
- 2+ years of work experience in event management, customer support, or similar, with a track record of increasing responsibility and account growth
- Experience with project management programs and an ability to effectively map internal and external timelines
- Experience managing and collaborating with multiple internal teams, including marketing, content, education, design, and product/dev
- Familiarity with content and digital marketing tactics and strategies
- Clear and detailed communication skills for clients, vendors, contractors, and internal teams
- Strong written communication skills
- Experience tracking and presenting campaign metrics

Top candidates will also have:
- Work experience in a project management or event coordinator role at a marketing agency
- Experience with the following programs:
- Hubspot
- ClickUp
- LookerStudio/DataStudio
- Slack
- Google Sheets/Google Docs
- AddEvent
- Upgrade to see actual info
- Parsely
- Sanity
- Slido
- Loom
- Any virtual event building platforms/programs
- Examples: Cvent, Hopin, GoToWebinar
- Virtual Event experience