Events & Experiences Coordinator

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

📋 Description

• Act as the on-site logistics leader for BlinkRx's key events, such as biopharma trade shows (Asembia, JPM Healthcare), provider conferences (Vision Expo), and executive programs hosted by BlinkRx.

• Oversee day-of operations, including staffing, booth setup, AV requirements, signage, and attendee flow to guarantee efficient execution.

• Serve as the main point of contact for vendors and venue teams during events, addressing issues as they arise.

• Organize hotel accommodations, room assignments, and travel arrangements for BlinkRx personnel attending significant conferences.

• Manage rooming lists and reservations, ensuring attention to last-minute adjustments and competing priorities.

• Create and maintain logistics trackers, run-of-show documents, and attendee briefings in advance of each event.

• Assist the Senior Manager with venue sourcing, vendor outreach, and production timelines for materials.

• Monitor project milestones and identify risks to ensure timely delivery of objectives.

• Aid in coordinating booth design, ordering swag and collateral, and managing shipping logistics.

• Keep meticulous records across events, including contracts, vendor contacts, shipping documentation, and post-event notes.

• Perform post-event inventory checks and handle materials returns.

• Compile data on attendance, expenditures, and logistics to assist the Senior Manager in post-event evaluations.

• Recognize recurring challenges and propose process enhancements for future events.

⛳️ Requirements

• 2-4 years of experience in event coordination, marketing operations, or a related field; experience in healthcare or pharma is advantageous but not essential.

• Proven ability to manage multiple logistics streams simultaneously while maintaining attention to detail.

• Effective communicator capable of coordinating with vendors, venues, and internal teams seamlessly.

• Comfortable navigating ambiguity and a rapidly evolving schedule; able to adapt without difficulty when changes occur.

• Proficiency in standard project management and coordination software (Google Workspace, Asana or similar, Excel or Sheets).

• Willingness to travel 20 to 30% of the time and support on-site execution, including evenings and weekends.

• Preferred experience in managing hotel blocks, group travel logistics, or attendee registration platforms.

• Preferred background in supporting executive-level events or programs.

• Familiarity with event operations tools (Cvent, Splash, or similar) is preferred.

🏝️ Benefits

• Flexible work arrangements.

• Opportunities for professional development.