Event Coordinator

Job Description Job Description Health Connect Partners is seeking an enthusiastic, take-charge individual to join our event team. We plan and execute professional conference events as an in-house team, with multiple events always in the mix at different stages. Our team works hard but the work is very rewarding as we see our events come to fruition full-cycle. If you’re organized, professional, creative, a team-player, clear communicator, great with people, reliable, remain calm under pressure, and have a strong work ethic - this is an ideal place for you! The ideal candidate must be a results-driven professional who can provide outstanding customer service and build relationships with internal team members as well as outside vendors and customers including key accounts. The position is fast paced, with day to day meeting and event planning tasks to include sourcing and vendor research, contract negotiation, logistics management, sponsor deliverable tracking, email communication and involvement in every step of the process through to flawless execution. It demands a significant amount of communication with senior leadership as well as internal meeting stakeholders. The best person for this job will be extremely detail-oriented, tech-savvy, with strong analytical skills, and a master at organization and follow-through. They should be able to anticipate project needs, discern work priorities, juggle multiple projects, maintain a cool head under pressure and meet deadlines with little supervision. In addition to exceptional organizational and communication skills, they must be a team player with a “roll-up your sleeves” attitude and be willing to travel as needed (about 20% - 30% travel required). Key Responsibilities Project management experience - ability to understand scope, create timelines and detailed event forecasts, and deliver on time to budget. Manage logistics for sponsorships at our events, including deliverable tracking, communication and serving as the liaison between our customers and venues as needed to ensure seamless execution of the event. Develop, review and approve detailed specifications for hotel or venue operations. Review, manage and negotiate contracts with off-site venues and event vendors. On-site support for designated meetings to ensure successful meeting execution. Post meeting reporting, auditing and reconciliation. Manage a large customer database (Microsoft CRM Dynamics platform) with thousands of records, ensuring proper day to day operation of updates to existing records and creation of new records as well as management of data migration, data clean up, and regular audits to ensure data integrity. Serve as a primary point of contact for key customers once they register for our conferences; accountable for internal and external customer communications as well as all stages of CRM documentation for the customer records. Create, coordinate and deliver email and other targeted communication campaigns. Event management for sales meetings and national trade shows which sales leadership attend, including travel, housing, food & beverage, entertainment, trade show logistics (i.e. booth setup & shipment), budget management, collateral materials, customer prospectus, shipping. This role works closely with Operations, Sales and Finance to deliver an exceptional customer experience while ensuring that all company processes and procedures are rigorously followed. Knowledge, Skills and Abilities Minimum of 2 years of experience in the event management/hospitality industry with a strong understanding of the flow of meetings and production needs. Successful track record of managing multiple high-volume events simultaneously and under deadlines. Superior proofing and professional copy-writing skills with experience generating B2B sales & marketing emails and other business-related communications. Exceptionally attentive to detail, with superior organizational and customer service skills. Excellent interpersonal skills with high professionalism and relationship management expertise. Demonstrated abilities in project management role with the ability to juggle multiple projects and work assignments to meet targeted deadlines; task-oriented and self-motivated with limited supervision. Excellent data management and analytical skills. Ability to focus on details while managing multiple tasks and remain highly organized in a fast-paced environment. Adapts willingly and quickly to changing priorities, responsibilities, needs and expectations. Ability to ask targeted questions and proactively anticipate/understand needs. Ability to think logically in order to troubleshoot and make recommendations for problems as identified. Must be flexible with hours; able to travel to and fully participate in our events and key industry trade shows. Must have high expectations for quality and the ability to self-edit. Intermediate to Expert level Microsoft Office skills, particularly Excel, Word, Outlook, and PowerPoint; experience with Microsoft Dynamics CRM or other database software a plus. Must be proactive, results oriented, and have strong attention to detail. Team Player with willingness to take on tasks as needed even if outside job description. High School Diploma or GED required; Associates Degree or equivalent a plus. One to Three years previous directly relevant professional experience. This is an in-office position (office headquarters in Lebanon, TN); no virtual or remote opportunities are being considered. NO PHONE CALLS - applications will only be accepted online. Non-smokers and local candidates only; no virtual or remote opportunities are being considered. Compensation package based on the candidate’s qualifications and experience; benefits available after 90 days. Company Description Health Connect Partners, Inc. is a national healthcare education firm focused on bringing the very best in education to healthcare providers and their suppliers. Our goal is to connect providers and suppliers through industry-specific conferences (both in-person and virtual), currently including Hospital Pharmacy, Hospital Supply Chain, Hospital O.R. & Surgical, Radiology & Imaging, and Post-Acute Care. Company Description Health Connect Partners, Inc. is a national healthcare education firm focused on bringing the very best in education to healthcare providers and their suppliers. Our goal is to connect providers and suppliers through industry-specific conferences (both in-person and virtual), currently including Hospital Pharmacy, Hospital Supply Chain, Hospital O.R. & Surgical, Radiology & Imaging, and Post-Acute Care.

Location: Nashville, Tennessee, US

Posted Date: 7/10/2025