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.