Event Coordinator

Job Description

Job Description

We are looking for a Strategic Meeting Planning Specialist to support physician-focused educational events for a Medical Education team in Plymouth, Minnesota. This Long-term Contract position blends remote work with on-site participation based on business needs and includes approximately 40% travel for training programs, advisory meetings, summits, and hands-on learning events. The person in this role will oversee full-cycle event coordination, help deliver a high-quality attendee experience, and ensure all activities align with healthcare compliance standards and internal policies.

Responsibilities:

• Lead planning and execution for physician education meetings, advisory sessions, and training events from initial setup through final reconciliation.

• Develop and manage Cvent registration pages, attendee records, and event communications to support an organized participant experience.

• Arrange travel, lodging, and related logistics for speakers and attendees using approved travel partners and established processes.

• Coordinate venue selection, contracting activities, and vendor collaboration in alignment with procurement guidelines and event requirements.

• Partner with program managers, faculty, and cross-functional stakeholders to keep timelines, deliverables, and meeting details on track.

• Monitor registration status, rooming needs, meeting materials, and operational checklists to ensure smooth event delivery.

• Provide on-site event support, troubleshoot logistics in real time, and help maintain a well-organized experience for participants.

• Complete expense tracking, billing review, financial closeout, and required compliance documentation after each program.

• Maintain accurate program information, reporting details, and activity records within Salesforce and other internal tools.

• Ensure every event follows company policies, Sunshine Act expectations, and applicable healthcare industry regulations.

• At least 5 years of experience coordinating complex meetings or events, ideally within healthcare, physician education, or medical industry settings.
• Advanced hands-on experience with Cvent, including registration website setup and attendee management.
• Working knowledge of Salesforce and event-related reporting or tracking systems.
• Strong understanding of budgeting, expense reconciliation, billing review, and financial tracking for events.
• Proven ability to manage vendors, negotiate logistics details, and oversee multiple moving parts across concurrent programs.
• Solid communication and project coordination skills with the ability to work effectively across internal teams and external partners.
• Familiarity with healthcare compliance expectations, including regulated event practices and documentation standards.
• Willingness and ability to travel approximately 40% as needed to support live programs and on-site execution.