Conference Coordinator

ABOUT VAXCARE:

The healthcare system is complex, presenting challenges for everyone—patients, doctors, nurses, office managers, and billers alike. At VaxCare, we aim to streamline this complexity, eliminating unnecessary costs and confusion so that practices can focus on their important work: caring for patients. Our innovative solutions include a vaccine management and LARC access platform trusted by over 20,000 active providers nationwide. This service is powered by a multidisciplinary team of dedicated professionals who lead with integrity and a relentless drive to exceed expectations, bringing clarity and efficiency to the often-overwhelming world of healthcare.

THE POSITION:

The Conference Coordinator is responsible for planning and executing conferences and field events that drive pipeline and strengthen relationships with target accounts and partners. This role manages event logistics, vendor engagement, and lead capture processes while ensuring pre-event and post-event marketing plays are integrated with ABM and campaign strategies. They will also act as a brand ambassador at events, managing booth presence and engaging with prospects to create meaningful connections

ESSENTIAL RESPONSIBILITIES:

• Plan and manage conference logistics, vendor contracts, and booth ops.
• Represent the company at events; manage booth presence and engage with attendees.
• Coordinate pre-event ABM outreach and post-event follow-up plays with Marketing and SDRs.
• Ensure lead capture hygiene and timely upload into HubSpot/SFDC.
• Collaborate on event-specific messaging and collateral with Campaign Manager and Designer.
• Track event ROI and report on pipeline influence and lead quality.

COMPETENCIES: Core to all positions at VaxCare

We Live (and Work) by Our Values:

• “VaxCare-ness” (Art of Care) – Nurturing and providing for each team member
• Belief in Something Bigger than Ourselves – Capacity to derive meaning from a larger purpose
• Humility as a Posture of Learning – Burning curiosity to learn without ego
• Adaptability & Embracing Change – Nimbleness & ready to seize new opportunities

Additional “Must Haves”:

• Dependability – Must be able to meet deadlines, work independently, maintain focus, be punctual and good attendance record.
• Interpersonal Skills – Builds strong relationships & contributes to a positive work environment.
• Computer Skills – Skilled with computers, learns new tools quickly.
• Ethics – Honest, accountable, maintains confidentiality.

REQUIRED EXPERIENCE & QUALIFICATIONS:

• Highly organized and detail-oriented with strong project management skills.
• Comfortable acting as a brand ambassador and engaging with prospects at events.
• Strong communicator and collaborator across marketing and sales teams.
• Proactive problem-solver who anticipates logistical challenges.
• Results-driven with a focus on measurable outcomes.
• 2–4 years in event marketing or conference coordination for B2B organizations.
• Familiarity with lead capture tools and CRM/marketing automation platforms (HubSpot, Salesforce).
• Experience managing budgets, contracts, and vendor relationships.
• Understanding of ABM principles and how events integrate into demand generation.

OTHER ESSENTIAL REQUIREMENTS

• Prolonged sitting or standing: Employees must be able to remain in a stationary position for extended periods, as much of the work involves sitting at a computer or workstation. Some hybrid or office-based roles may also require the ability to stand for portions of a shift.
• Transportation and Attendance Requirements: Candidates must be able to reliably commute to the office each day, arrive on time, and complete an 8-hour workday as part of their on-site responsibilities.
• Repetitive motions: Significant use of the hands, wrists, and fingers is required for tasks like typing, using a computer mouse, and handling paperwork.
• Visual acuity: The job requires the ability to view a computer screen and read documents for extended periods.
• Communication: Employees must be able to clearly express and exchange ideas in English to effectively communicate with customers and co-workers.
• Occasional lifting: Many office-based jobs specify the ability to occasionally lift or move up to 10–20 pounds to handle supplies or equipment.