Events Coordinator (Project Management Focused)

Role Overview

ClinicMind is seeking an Events Coordinator to support our national events, sponsorships, webinars, and partner activations from a project management and execution standpoint.

This role is not about picking tablecloths or managing swag alone. It is about owning timelines, deliverables, cross-functional coordination, and post-event follow-through to ensure every event is executed on time, on budget, and tied to measurable business outcomes (NNLs, MQLs, SQLs, pipeline).

The ideal candidate is highly organized, deadline-driven, and systems-oriented, with experience managing multiple moving parts across Marketing, Sales, SDRs, Partners, and external vendors.

Responsibilities

Event Project Management & Execution

• Manage end-to-end event execution using project management best practices:
• Timelines
• Task owners
• Dependencies
• Risk tracking
• Maintain detailed event plans for:
• Conferences
• Sponsorships
• Webinars
• Partner events
• Track all milestones from contract signature through post-event reporting.
  

Cross-Functional Coordination

• Coordinate with internal teams:
• Marketing (messaging, promotions, assets)
• Sales / AEs (on-site coverage, meeting goals)
• SDRs (post-event outreach to NNLs and MQLs)
• Partnerships & Affiliates
• Ensure all stakeholders are clear on:
• Pre-event responsibilities
• On-site expectations
• Post-event follow-up requirements
  

Event Operations & Logistics

• Manage operational details including:
• Event registrations and booth logistics
• Shipping, materials, and on-site setup needs
• Speaker coordination and schedules
• Track budgets, invoices, and vendor payments in coordination with Finance.
• Maintain a centralized events calendar and documentation repository.
  

Post-Event Follow-Up & Reporting

• Ensure post-event processes are executed on time:
• Lead lists uploaded and tagged correctly
• Handoffs to SDRs and AEs completed
• Follow-up timelines enforced
• Support event ROI tracking by maintaining:
• Attendee counts
• NNLs, MQLs, SQLs
• Pipeline attribution
• Assist in compiling post-event AARs (After Action Reviews).
  

Process Improvement & Documentation

• Help maintain and improve ClinicMind’s Events SOPs.
• Identify execution gaps, bottlenecks, or risks and proactively escalate.
• Recommend process improvements to increase efficiency and ROI.
  
  

Required Qualifications

• 2-4 years of experience in:
• Event coordination or
• Project management supporting marketing, sales, or growth teams
• Strong organizational and time-management skills.
• Experience coordinating multiple stakeholders and deadlines simultaneously.
• Comfort working in fast-paced, metrics-driven environments.
• Proficiency with project management tools (Asana, Monday, ClickUp, etc.) and Google Workspace.
  

Preferred Qualifications

• Experience supporting B2B, SaaS, or healthcare events.
• Familiarity with CRM workflows and lead handoffs.
• Exposure to KPI tracking (leads, pipeline, ROI).
• PMP, CAPM, or formal PM training a plus (not required).
  
  

What Success Looks Like

• Events are executed on time, on budget, and without last-minute chaos.
• Sales and SDR teams have clear expectations and clean handoffs.
• Post-event follow-up happens consistently and on schedule.
• Leadership has clear visibility into event performance and ROI.
• Events are treated as a repeatable growth channel, not one-off projects.
  
  

Why ClinicMind

ClinicMind is a healthcare SaaS company building a unified growth engine for healthcare practices. We take a disciplined, ROI-driven approach to marketing and events — and we value people who bring structure, accountability, and clarity to complex initiatives.