Event Coordinator

Job Description

Job Description

Description:

ABOUT THE COMPANY

For more than twenty-five years, IDOC has remained committed to the success of independent optometrists and has become the leading alliance of private optometric practice owners in the United States. Founded by an optometrist with first-hand experience in private practice, IDOC empowers independent owners to change lives through better sight.

Our core value—people first, always—combined with a focus on innovation gives our network of more than 3,200 optometrists a significant competitive advantage. IDOC supports members through industry-respected consultants, business analytics, dedicated account management, vendor partnerships, continuing education, and peer networking.

We are proud to be a Great Place to Work-Certified™ organization, offering a collaborative and empowering environment for professionals who want to make a difference.

POSITION SUMMARY

At IDOC, we empower independent owners to change lives through better sight. Every event we host is designed to strengthen relationships, provide valuable education, and create memorable experiences for our members and partners.

The Event Coordinator plays a vital role in bringing those experiences to life. This position is responsible for planning and executing IDOC's smaller event portfolio, including Study Group meetings, internal meetings, virtual events, and State Association conferences, while providing logistical support for the organization's larger events, including Vision Forward and Connection.

Working closely with the Head of Events, Events Manager, and Event Planner, this individual will own event logistics from planning through post-event evaluation while ensuring every event reflects IDOC's commitment to exceptional service and operational excellence.

RESPONSIBILITIES

Event Planning & Execution (60%)

Own the planning and execution of assigned events from concept through completion, including:

• Study Group meetings, regional dinners with local ODs, approx 150 per year
• State Association conferences & small scale industry events
• Internal meetings and company events
• Virtual events and webinars
• Additional member engagement events as assigned

Responsibilities include:

Venue research and selection, contract coordination, registration setup and attendee management, meeting logistics, food & beverage coordination, audiovisual coordination, agenda support, event communications, post-event surveys and reporting, budget tracking, invoice management, sponsorship coordination, and IDOC Member Director (IMD) communications.

Industry Tradeshows (20%)

Coordinate IDOC's participation in industry tradeshows by:

• Managing exhibitor deadlines and required forms
• Coordinating booth logistics and shipping
• Ordering event materials and promotional items
• Coordinating staff travel logistics
• Creating event schedules and staff resources
• Managing booth inventory and event supplies
• Supporting onsite booth operations
• Researching and tracking future industry event opportunities for consideration by the Events team

Support of IDOC’s Large Events (15%)

Provide planning and onsite support for IDOC's premier events, including:

• Vision Forward
• Connection

Responsibilities may include support in:

Registration, hotel rooming lists, speaker coordination, session logistics, event mobile app updates, onsite attendee experience, and general event logistics before, during, and after each event

Event Operations & Administrative Support (5%)

• Maintain the master events calendar
• Maintain inventory of event supplies, booth materials, signage, and promotional items
• Coordinate shipping and receiving for event materials
• Maintain event documentation, timelines, and checklists
• Recommend process improvements that increase efficiency across the Events team
• Serve as a resource for event technology platforms, including registration systems and event management software
• Maintain awareness of industry conferences, exhibitions, and sponsorship opportunities, identifying relevant opportunities for the Events team to consider.
• Provide additional support across the Events team as needed

Requirements:

• Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or related field preferred.
• 2+ years of experience coordinating meetings, conferences, events, hospitality, or related experience.
• Experience coordinating multiple projects simultaneously while meeting deadlines.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to build positive relationships with vendors, venues, sponsors, and internal stakeholders.
• Comfortable working independently in a remote environment while collaborating across teams.
• Strong problem-solving skills and the ability to remain calm under pressure.
• Experience with one or more of the following: Swoogo, EventMobi or similar event management platform, Microsoft Office Suite, Microsoft Teams, Zoom Webinar, HubSpot, Canva, and Project management software (Asana or similar)

TRAVEL

• Ability to travel to 5 – 10 events per year.
• Travel includes national conferences, regional meetings, State Association events, and company meetings.