Event Coordinator

Summary

Join Prompt, a revolutionary healthcare software company, as a proactive and personable Event Coordinator! This remote role involves managing and enhancing our presence at conferences and trade shows nationwide, as well as planning company events for our remote team. You will serve as the primary liaison with event organizers, handling sponsorships and logistics. Your expertise will ensure successful events, from large-scale gatherings to smaller team meetings. This position is crucial for brand visibility and engagement, requiring strong organizational skills and excellent communication. You will collaborate with internal teams to strategize and plan impactful events, and occasionally attend events as the on-site representative.

Requirements

• Obtain a Bachelor’s degree in Event Management, Marketing, Communications, or a related field
• Demonstrate proven experience in event planning and management, with a focus on B2B events and relationship-building
• Possess strong communication skills, both verbal and written, to build positive connections with event organizers and coordinate effectively with internal teams
• Exhibit excellent organizational and project management abilities, with a detail-oriented approach to managing logistics, budgets, and timelines
• Have experience in coordinating logistics for trade shows, conferences, or corporate events, including familiarity with shipping and setup best practices
• Be able to travel to events across the U.S. and work on-site as needed
• Show a problem-solving mindset with a flexible, proactive approach to managing changing priorities and evolving event requirements

Responsibilities

• Serve as the main communication channel between Prompt and event-hosting organizations, ensuring all event needs and sponsorships are secured, and fostering positive, long-term relationships with key contacts
• Lead the process of signing Prompt up for conferences and trade shows, coordinating sponsorship opportunities, and managing all pre-event communications with organizers
• Oversee the logistics of shipping, organizing, and setting up equipment and marketing materials, ensuring every detail is accounted for and materials arrive on time
• Provide clear communication and guidelines for Prompt staff attending events, detailing schedules, goals, setup instructions, and materials needed, to ensure a smooth, aligned experience for all involved
• Collaborate with internal teams to strategize and plan event activations that align with our business objectives, including lead generation, engagement, and brand awareness
• Attend select events as the primary on-site Prompt representative, managing event setup, coordinating with on-site vendors, and ensuring everything runs smoothly
• Work with our growth and brand marketing teams to create compelling event promotions, highlight sponsorships, and maximize our presence before, during, and after events
• Manage event inventories and vendor relationships, ensuring all assets, materials, and equipment are tracked, prepared, and transported as needed
• Assist in planning and coordinating company onsites for our remote team, including workshops and team bonding events. This includes managing travel arrangements for employees flying in to attend onsite sessions in NJ, coordinating schedules, and organizing accommodations to create a seamless, enjoyable experience for attendees

Preferred Qualifications

Proficiency with Figma

Benefits

• Competitive salaries
• Remote/hybrid environment
• Potential equity compensation for outstanding performance
• Flexible PTO
• Company-wide sponsored lunches
• Company paid disability and life insurance benefits
• Company paid family and medical leave
• Medical, dental, and vision insurance benefits
• Discounted pet insurance
• FSA/DCA and commuter benefits
• 401k