Meeting and Events Coordinator

The Meetings & Events Coordinator position works out of our Austin, TX location in the Cardiac Rhythm Management Division.

As a global leader in Cardiac Rhythm Technologies, we focus on innovative technologies that can improve the way doctors treat people with heart arrhythmias or irregular heartbeats.

• Responsible for the successful end-to-end planning and execution of corporate meetings, conferences, training programs, field events, and internal and external business meetings.

• Manage event logistics, including registration, travel coordination, hotel accommodations, ground transportation, audiovisual services, and onsite event execution.

• Develop and oversee attendee communications and event materials, ensuring alignment with program objectives, brand standards, and audience engagement goals.

• Direct onsite event operations, proactively resolving issues and managing stakeholder needs to deliver a high-quality attendee experience.

• Utilize independent judgment to analyze event needs, evaluate alternatives, and recommend solutions regarding venue selection, vendor engagement, program delivery methods, and resource investments.

• Work closely with internal and external stakeholders to ensure alignment of program goals and objectives while also recognizing that these high visibility activities have a direct impact on the company’s image in the industry – bolstering trust and enhancing relationships with key opinion leaders, customers, regulatory agencies, societies and other key stakeholders.

• Manage vendor and supplier relationships throughout the event lifecycle, including communications, contract administration, purchase orders, performance monitoring, and fulfillment of deliverables.

• Partner cross-functionally with sales, marketing, training, compliance, finance, and business leaders to develop and execute meeting and event strategies that support organizational goals and enhance participant engagement.

• Independently evaluate, negotiate, and recommend vendor proposals, contract terms, and service agreements, balancing business objectives, budget considerations, risk mitigation, and compliance with company policies.

• Serve as a liaison with global stakeholders across Europe, Canada, Latin America, and Asia Pacific, providing guidance and direction to ensure alignment with global meeting strategies, messaging, and business objectives.

• Lead event financial management for programs ranging from $30K to $50K, including budget development, forecasting, expense tracking, reconciliation, and resource allocation recommendations to maximize business impact while ensuring fiscal responsibility.

• Oversee project timelines, milestones, and potential risks, proactively identifying and resolving issues to ensure successful program execution and achievement of business objectives.

• Ensure meetings and events comply with company policies, healthcare industry regulations, and applicable transparency reporting requirements, mitigating risk and maintaining organizational compliance.

• Evaluate program effectiveness through analysis of event outcomes, attendee feedback, and key performance metrics, developing strategic recommendations to enhance future programs and support business objectives.

• Bachelor’s degree or an equivalent combination of education and work experience

• Minimum of 2 years experience 

• Strong written and verbal communication capabilities required 

• Proven ability to manage multiple projects simultaneously in a deadline-driven environment.

• Strong project management, organizational, and problem-solving skills.

• Experience coordinating vendors, contracts, event logistics, and operational deliverables.

• Excellent written, verbal, and interpersonal communication skills.

• Proficiency with Microsoft Office Suite and project management platforms such as Monday.com.

• Hands-on experience using event management platforms such as Cvent for registration, attendee management, communications, reporting, and event logistics.

• Strong attention to detail and commitment to delivering a high-quality customer experience.

• Ability to work independently while effectively collaborating across teams.

• Willingness and ability to travel up to 30%.

• Experience within healthcare, medical device, pharmaceutical, or other highly regulated industries.

• Knowledge of healthcare meeting compliance, transparency reporting, and regulatory requirements.

• Experience managing attendee registration, travel programs, speaker logistics, and event reporting.

• Certified Meeting Professional (CMP) designation or progress toward certification.

• Experience supporting national sales meetings, customer events, physician education programs, or corporate training events.

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