Location: Florida,New York,United States



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 & ExecutionManage 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 CoordinationCoordinate 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 & LogisticsManage 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 & ReportingEnsure 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 & DocumentationHelp 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 Qualifications2–4 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 QualificationsExperience 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 LikeEvents 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 ClinicMindClinicMind 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.



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