Event Coordinator

About the Company: Based in San Diego, California, CovalentCreative is a technology and healthcare information company shaping the future of eyecare. Through leading brands like Eyes On Eyecare, Glance, and npiQ, we deliver innovative web applications, accredited education, and data-driven insights to tens of thousands of eyecare professionals. Our mission is to empower the people who care for vision with the tools, knowledge, and connections they need to excel. 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. As our virtual events portfolio continues to grow—including large-scale summits, CE/CME-accredited programming, and sponsored webinars—we are seeking an Events Coordinator to support and strengthen our events operation. As Events Coordinator, you’ll be a critical execution partner within our events team, supporting the Senior Events Manager across every phase of our virtual event lifecycle. You’ll handle the detailed, behind-the-scenes work that makes our summits, webinars, and CE/CME events run smoothly—from platform builds and speaker logistics to CE paperwork and post-event reporting. This role is both tactical and broad. On any given week, you might be building registration landing pages, coordinating CE submissions with speakers, setting up polling questions, assembling conference bag content, or pulling post-event reports. You’ll work closely with the Senior Events Manager, marketing, design, video production, client services, and operations to keep every event on track. Importantly, you’ll also develop a working knowledge of the full event production process—not just your assigned tasks. Because our events are high-stakes, you need to be someone who understands how all the pieces fit together and can step up to cover for the Senior Events Manager when needed. If you’re energized by variety, love checking things off a complex project plan, and want to learn the full scope of virtual event production in healthcare education, this role is a great fit. Key Responsibilities: Event Platform Builds & Page Management Build the framework of registration landing pages for all internal events, summits, and webinars in our custom event builder platform Set up and maintain event pages, including schedule, speakers, exhibit hall, clinical track, raffle card, FAQ/support, attendee map, conference bag, and post-event pages Enter event features into the platform: pop-up notifications, polling questions, player notifications, and other interactive elements Build sponsor booths for virtual events and summits as needed Set up and test the CE/CME Hub, including pre-test and post-test configurations Assist with Stripe payment setup, magic link email configuration, and event navigation/footer updates CE/CME & Speaker Coordination Prepare CE/CME documents and send speaker invitation emails for all events Manage the continuing education paperwork process: track submissions, send reminders, and coordinate with speakers to meet deadlines Submit CE/CME materials to VME, ARBO, and COPE for approval, and follow up on any issues Coordinate speaker information collection: credentials, headshots, session formats, slide decks, and email approvals Create PDF files of all slide decks and prepare them as public files for attendees Populate COPE session numbers, CE/grant footer updates, and speaker data in the event platform Send speaker final reminders, PIP (partners in promotion) assets, and calendar invites Track and update speaker payment status after events Event Operations & Day-of Support Build and manage FAQ pages and HubSpot support chatbots for event-day attendee support Coordinate raffle items: sourcing, finalizing codes, entering into the platform, and managing prize distribution post-event Support event-day operations alongside the Senior Events Manager: monitoring chat, troubleshooting attendee issues, and coordinating with the livestream team Sync attendee lists to HubSpot and assist with post-event data management Set up and manage polling questions across CE sessions, sponsor sessions, and internal teams Reporting & Post-Event Coordination Build reporting templates using LookerStudio and compile post-event reports with registration, attendance, engagement, and CE completion data Update our internal reporting tracker after each event to capture ongoing relevant event data Review the Reporting tab in the Source of Truth to ensure all sponsor deliverables and sessions are listed correctly Support enduring content coordination: assist with video uploads, Sanity page builds, and marketing spec documents for post-event content releases Update KOL (Key Opinion Leader) management records after each event Cross-Functional Support Coordinate with marketing on event email workflows, registration confirmation emails, and promotional asset delivery Assist client services with sponsor booth builds, banner ad setup, and brand safety guideline coordination Work with the design team to coordinate speaker illustrations, headshot illustrations, and event branding assets Support the video/livestream team by coordinating pre-recording schedules, providing speaker information for lower thirds, and assisting with tech check logistics Help maintain the conference bag with copy/design direction Operational Redundancy & Growth Develop a thorough understanding of the full event production lifecycle—from kickoff through post-mortem—so you can step in and cover Senior Events Manager responsibilities when needed Participate in internal team kickoffs, pre-event meetings, all-hands, dry runs, and post-mortems to build institutional knowledge Proactively identify process improvements and flag potential issues before they become blockers Maintain and update process documentation, checklists, and playbooks so the team’s operational knowledge is never siloed in one person Who This Role Is Not For: This role will not be a good fit if you… Want to focus on one thing at a time—this role requires juggling many tasks across multiple events simultaneously Are uncomfortable with detailed, repetitive execution work like data entry, platform setup, and document management Prefer to stay in your lane and only handle your assigned tasks without understanding the bigger picture Struggle with ambiguity or need heavy direction on every task—we need someone who can figure things out and ask smart questions Are not comfortable communicating directly with speakers, clients, and vendors via email and phone Find it stressful to support live events where things move fast, and plans change in real time Required Qualifications: 2 years of experience in event coordination, event management, project management, or a similar role Experience supporting or managing virtual or hybrid events Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously Excellent written and verbal communication skills—you’ll be emailing and speaking with event program chair, speakers, clients, and internal teams regularly Detail-oriented with a track record of accurate, thorough execution Experience with project management tools (ClickUp or similar) Proficiency with Zoom, Google Suite, Slack, and collaborative digital tools Comfort working in a fast-paced, remote-first environment Availability during select evenings and weekends for live event support and meetings with program chairs and speakers Accept AI in department workflows and embrace LLMs for efficiencies Preferred Qualifications: Experience in healthcare, eyecare, or medical education events Familiarity with CE/CME accreditation processes (COPE, ARBO, VME) or continuing education workflows Experience with CMS platforms for event page building (Sanity, Cvent, Hopin, or similar) Experience with HubSpot for registration management, email workflows, or chatbot setup Experience coordinating speakers, faculty, or KOLs for educational events Background working at a marketing agency or in a B2B event environment Familiarity with Frame.io, AddEvent, Slido, Loom, LookerStudio, or Parse.ly #J-18808-Ljbffr