Event Coordinator

We are eClinicalWorks. We are a privately held leader in healthcare IT, providing comprehensive, cloud based EHR/PRM solutions to medical professionals worldwide to improve workflows and reduce the risk of physician burnout. We care. We are committed to positive change. And that's where you come in. Do you value creativity and innovation? Great, so do we. At eClinicalWorks, we share a passion for improving healthcare through dedication, education, and teamwork. Everyone has that one thing they're really good at. We value your talent and want you to join our fast-paced, fun, and culturally diverse environment. Ready to make a difference? Apply today.

Event Coordinator

Position Overview

The Event Coordinator supports the eClinicalWorks event and marketing team and is responsible for planning, organizing, and executing a variety of events, ensuring each is delivered smoothly and meets organizational objectives. This entry-level role involves coordinating logistics, managing vendors, working within event budgets, and providing on-site support to guarantee a successful event experience.

Overarching Job Responsibilities

• Coordinate and communicate event logistics to event venues, sponsors and internal stakeholders with minimal supervision while also providing solutions to any issues that come up
• Build and update event websites using CMS editor and add content to event mobile app
• Plan small to medium sized events that include selecting menus, confirming and ordering AV, reserving rooms for employees, and final bill reconciliation
• Oversee financial tracking and payments for assigned events
• Manage and organize inventory and supplies, ensuring the right amount is ordered for each event through the proper channels

• Data entry of registrations, registration tracking, housing confirmation lists, event expenses.
• Oversee Event email inbox and respond to client inquiries in a timely fashion
• Process event registrations, cancellations, waitlists and payments

• Communicate with internal event stakeholders to gather requirements and ensure their needs are met, while also sharing event details and updates with employees and other participants

• Work with event sponsors and exhibitors to collect their materials prior to an event
• Other duties as assigned

Detailed Job Functions

• Bachelor's degree required
• -1-2 years of event planning / administrative experience preferred
• Able to lift 30 pounds
• Ability to be on their feet for a long period of time
• Ability to proactively solve problems and make sound decisions in a fast-paced, dynamic environment
• Must be able to demonstrate a high level of resourcefulness, adaptability, and critical thinking to ensure seamless event execution
• Comfortable in a fast moving/changing environment with a self-starting and flexible mentality
• Exceptional administrative skills, and time management skills - highly organized, detail focused, results-driven, and accountable with the ability to handle high pressure last-minute, urgent requests
• Comfortable speaking within and to groups, as well as with senior-level management
• Proficient with event management & registration software and Microsoft Office, specifically Excel and Word
• Experience with Zoom webinars and project management software is a plus
• Position requires approximately 10-20% travel, primarily domestic, including periodic visits to the company's office in Westborough, MA.

eClinicalWorks offers a rich suite of benefits which include the following: eighteen days of Paid Time Off per year which scales based on tenure; nine Paid Holidays and one Floating Holiday; insurance for eligible employees which includes medical, dental, vision, basic life, short term disability, long term disability, business travel accident, and accidental death and dismemberment.

As well, we offer a 401(k) plan with a Company safe harbor contribution; Flexible Spending Account for Health Care and Dependent Care for eligible employees; limited personal leave; additional voluntary benefits, including additional insurance (hospital indemnity, critical illness, accident, supplemental life, short term disability buy up, pet), genetic testing, legal plan, and supplemental accidental death and dismemberment; and an annual discretionary bonus for eligible employees.

eClinicalWorks is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills, and experiences that bring us together and help create a healthy world.