Account Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Act as the primary day-to-day liaison for clients, sponsors, and grantors on designated programs.

• Monitor creative assets, logos, booth content, session materials, approvals, and contractual deadlines.

• Oversee asset intake and evaluation; identify brand safety, specification, or compliance concerns.

• Establish and manage projects, tasks, and timelines within ClickUp.

• Keep precise records of commitments, deliverable statuses, and client communications.

• Assist in onboarding new clients and sponsors.

• Aid in project management for approved accredited-education grants.

• Prepare CE/CME documentation and handle accreditation paperwork.

• Submit CE/CME materials to COPE, ARBO, and accreditation partners and follow up on any issues.

• Coordinate outreach logistics for faculty and KOLs, including credentials, disclosures, headshots, slide decks, and payment status.

• Set up and test the CE/CME Hub, including configurations for pre- and post-tests.

• Maintain a clear boundary between grant-funded education and commercial programs.

• Create registration landing pages and event pages in Sanity.

• Input event features such as notifications, polling questions, raffle items, and sponsor booths.

• Dispatch speaker invitations, calendar invites, reminders, and PIP assets; convert slide decks into attendee PDFs.

• Develop FAQ pages and HubSpot support chatbots.

• Assist with event-day operations by monitoring chats and resolving attendee issues.

• Collaborate with the video/livestream team on pre-recordings, technical checks, and speaker information.

• Provide logistical support for in-person programs as required.

• Facilitate the traffic of sponsored articles, videos, emails, display ads, and social deliverables between clients and internal teams.

• Gather and route client feedback and approval rounds, including MLR review cycles.

• Verify that campaign assets adhere to specifications and launch dates; track flights and signal delivery risks.

• Compile post-program reports detailing registration, attendance, engagement, CE completion, and campaign performance data.

• Assist in collecting data on learning outcomes.

• Maintain internal reporting trackers and the Source of Truth.

• Participate in kickoffs, dry runs, and post-mortems.

• Keep process documentation, checklists, and playbooks up to date.

• Identify opportunities for process improvements and leverage AI tools for enhanced efficiency.

⛳️ Requirements

• Authorized to work in the United States and located within the US.

• 2+ years of experience in account coordination, event coordination, project coordination, or a comparable role.

• Proven track record of working with external clients, sponsors, or partners in a professional setting.

• Strong organizational abilities; adept at managing multiple deadlines across various projects simultaneously.

• Exceptional written and verbal communication skills with clients, speakers, faculty, and internal teams.

• Detail-oriented, demonstrating a history of accurate and thorough execution.

• Familiarity with project management tools (ClickUp or similar).

• Proficient in Zoom, Google Workspace, Slack, and collaborative tools.

• Comfortable in a fast-paced, remote-first environment.

• Availability for select evenings and weekends for live event support.

• Open to utilizing AI and LLM tools in daily workflows.

• Preferred: Experience in healthcare, pharma, eyecare, or medical education.

• Preferred: Knowledge of CE/CME accreditation (COPE, ARBO, ACCME) or grant-funded education workflows.

• Preferred: Background in a healthcare marketing agency, medical communications company, or B2B media publisher.

• Preferred: Experience in managing sponsored content or digital campaigns, including MLR review cycles.

• Preferred: Experience supporting virtual or hybrid events, ideally with CMS page builds (Sanity, Cvent, ON24, or similar).

• Preferred: Familiarity with HubSpot and client-facing reporting.

• Preferred: Experience coordinating speakers, faculty, or KOLs.

🏝️ Benefits

• Full-time employment.

• Remote-first work environment.

• Occasional evenings and weekends around major events.