Events Coordinator - Medical Education Center

Events Coordinator - Medical Education Center 1377849

A leading University is seeking an Events Coordinator. The successful candidate will be responsible for the end-to-end planning and execution of the medical education center events, ensuring high-quality live in-person and virtual activities delivery. This role involves logistics management, vendor coordination, budget tracking, and effective communication with diverse stakeholders. The ideal candidate must reside within a reasonable driving distance from the University and thrive in a collaborative, fast-paced environment. The company offers a great work environment!

Events Coordinator - Medical Education Center Pay and Benefits:

• Hourly pay: $25/hr
• Worksite: Leading University (Palo Alto, CA 94304 - Hybrid, May require state/national travel and occasional work on evenings, nights and weekends)
• W2 Employment, Retirement Savings Program, PSL
• 20-25 hours/week, 7 Month Assignment

Events Coordinator - Medical Education Center Responsibilities:

• Plan and manage the medical education center events events, including:
  • Live, in-person conferences.
  • Virtual webinars and activities.
  • Full-day educational events.
• Oversee event logistics such as registration, attendee tracking, presentation material preparation, and pre-and post-event evaluations.
• Lead planning meetings with faculty; document action items and decisions.
• Coordinate vendor services (e.g., catering, A/V support, venue setup).
• Provide on-site support during events to ensure smooth execution.
• Research and recommend event locations; evaluate alternatives as needed.
• Track invoices, receipts, and budgets, assisting with monthly reconciliation.
• Drive vehicle day and/or night with a non-commercial license.

Events Coordinator - Medical Education Center Qualifications:

• 4+ years of relevant experience or a combination of education and experience.
• A bachelor's degree is preferred.
• Marketing and communication background is a plus.
• Located no further than ~30-40 miles from the job location.
• Recent experience planning and executing events and managing the logistics, specifically non-wedding events (i.e., conferences, and seminars).
• Knowledge of Microsoft Office Suite, Google Workspace tools and other online documents.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well-organized and detail-oriented.
• Excellent written and oral communication skills.
• Demonstrated success in planning events.
• Ability to manage shifting priorities, handle numerous time-sensitive projects with multiple deadlines, and work independently and as part of a team.
• Ability in problem-solving, taking initiative, judgment, and decision-making.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well-organized and detail-oriented.
• Ability to interact with a broad spectrum of contributing groups and customers.
• Non-commercial driver's license.

Events Coordinator - Medical Education Center Shift:

• Monday to Friday - 20-25 hours/week.
• Day-time shift; may vary based on the activities assigned. Occasional evening or weekend work will be required. May involve travel to off-site locations for events.