Event & Account Coordinator

About the Company:

Based in San Diego, California, CovalentCreative is a technology and healthcare information company shaping the future of eyecare. Through leading brands like Eyes On Eyecare, Glance, and npiQ, we deliver innovative web applications, accredited education, and data-driven insights to tens of thousands of eyecare professionals. Our mission is to empower the people who care for vision with the tools, knowledge, and connections they need to excel.

Eyes On Eyecare®, the #1 provider of leading-edge clinical and career education for the next generation of optometrists and ophthalmologists, is seeking a detail-oriented and organized individual to join our team. Through an all-in-one digital platform, we provide editorial content, industry news, events, CE/CME, courses, clinical content, market research, and talent acquisition.

As our virtual events portfolio continues to grow—including large-scale summits, CE/CME-accredited programming, and sponsored webinars—we are seeking an Events & Account Coordinator to support and strengthen our events operation while serving as a key liaison between our sponsor partners and internal teams.

Position Overview:

As Events & Account Coordinator, you'll be a critical execution partner within our events team, supporting the Senior Events Manager across every phase of our virtual event lifecycle—from platform builds and speaker logistics to CE paperwork and post-event reporting.

Beyond event execution, this role carries meaningful account coordination responsibilities. You'll serve as a day-to-day point of contact for sponsor partners, managing deliverable timelines, asset collection, and sponsor satisfaction across our events portfolio in close partnership with client services.

This role is both tactical and broad. On any given week, you might be building registration landing pages, coordinating CE submissions with speakers, following up with a sponsor on overdue assets, or compiling a post-event report for a client. Because our events are high-stakes, you need to understand how all the pieces fit together and be ready to step up when needed.

If you're energized by variety, love checking things off a complex project plan, and want to grow across both event production and client management in healthcare education, this role is a great fit.

Key Responsibilities:

Event Platform Builds & Page Management

• Build the framework of registration landing pages for all internal events, summits, and webinars in our custom event builder platform
• Set up and maintain event pages, including schedule, speakers, exhibit hall, clinical track, raffle card, FAQ/support, attendee map, conference bag, and post-event pages
• Enter event features into the platform: pop-up notifications, polling questions, player notifications, and other interactive elements
• Build sponsor booths for virtual events and summits as needed
• Set up and test the CE/CME Hub, including pre-test and post-test configurations
• Assist with Stripe payment setup, magic link email configuration, and event navigation/footer updates

Account Coordination & Sponsor Management

• Serve as a primary day-to-day contact for sponsor partners across assigned events, ensuring clear and timely communication throughout the event lifecycle
• Track sponsor deliverables (creative assets, booth content, session materials, logos) against contracted deadlines and proactively follow up to prevent delays
• Coordinate asset intake and review with sponsors, flagging brand safety or spec issues to client services before build deadlines
• Assist client services in onboarding new event sponsors—sharing platform guides, timeline overviews, and expectations
• Maintain accurate records of sponsor commitments, deliverable status, and communications in internal tracking systems
• Support post-event sponsor reporting: compile performance data (impressions, booth visits, leads, engagement) and assist with client-facing recap documents

CE/CME & Speaker Coordination

• Prepare CE/CME documents and send speaker invitation emails for all events
• Manage the continuing education paperwork process: track submissions, send reminders, and coordinate with speakers to meet deadlines
• Submit CE/CME materials to VME, ARBO, and COPE for approval, and follow up on any issues
• Coordinate speaker information collection: credentials, headshots, session formats, slide decks, and email approvals
• Create PDF files of all slide decks and prepare them as public files for attendees
• Populate COPE session numbers, CE/grant footer updates, and speaker data in the event platform
• Send speaker final reminders, PIP (partners in promotion) assets, and calendar invites
• Track and update speaker payment status after events

Event Operations & Day-of Support

• Build and manage FAQ pages and HubSpot support chatbots for event-day attendee support
• Coordinate raffle items: sourcing, finalizing codes, entering into the platform, and managing prize distribution post-event
• Support event-day operations alongside the Senior Events Manager: monitoring chat, troubleshooting attendee issues, and coordinating with the livestream team
• Sync attendee lists to HubSpot and assist with post-event data management
• Set up and manage polling questions across CE sessions, sponsor sessions, and internal teams

Reporting & Post-Event Coordination

• Build reporting templates using LookerStudio and compile post-event reports with registration, attendance, engagement, and CE completion data
• Update our internal reporting tracker after each event to capture ongoing relevant event data
• Review the Reporting tab in the Source of Truth to ensure all sponsor deliverables and sessions are listed correctly
• Support enduring content coordination: assist with video uploads, Sanity page builds, and marketing spec documents for post-event content releases
• Update KOL (Key Opinion Leader) management records after each event

Cross-Functional Support

• Coordinate with marketing on event email workflows, registration confirmation emails, and promotional asset delivery
• Assist client services with sponsor booth builds, banner ad setup, and brand safety guideline coordination
• Work with the design team to coordinate speaker illustrations, headshot illustrations, and event branding assets
• Support the video/livestream team by coordinating pre-recording schedules, providing speaker information for lower thirds, and assisting with tech check logistics
• Help maintain the conference bag with copy/design direction

Operational Redundancy & Growth

• Develop a thorough understanding of the full event production lifecycle—from kickoff through post-mortem—so you can step in and cover Senior Events Manager responsibilities when needed
• Participate in internal team kickoffs, pre-event meetings, all-hands, dry runs, and post-mortems to build institutional knowledge
• Proactively identify process improvements and flag potential issues before they become blockers
• Maintain and update process documentation, checklists, and playbooks so the team’s operational knowledge is never siloed in one person

Who This Role Is Not For:

This role will not be a good fit if you…

• Want to focus on one thing at a time—this role requires juggling many tasks across multiple events simultaneously
• Are uncomfortable with detailed, repetitive execution work like data entry, platform setup, and document management
• Prefer to stay in your lane and only handle your assigned tasks without understanding the bigger picture
• Struggle with ambiguity or need heavy direction on every task—we need someone who can figure things out and ask smart questions
• Are not comfortable communicating directly with speakers, clients, and vendors via email and phone
• Find it stressful to support live events where things move fast, and plans change in real time

Required Qualifications:

• 2+ years of experience in event coordination, account coordination, project management, or a similar role
• Experience supporting or managing virtual or hybrid events
• Experience interfacing with external clients, sponsors, or partners in a professional capacity
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously
• Excellent written and verbal communication skills—you'll be emailing and speaking with program chairs, speakers, clients, sponsors, and internal teams regularly
• Detail-oriented with a track record of accurate, thorough execution
• Experience with project management tools (ClickUp or similar)
• Proficiency with Zoom, Google Suite, Slack, and collaborative digital tools
• Comfort working in a fast-paced, remote-first environment
• Availability during select evenings and weekends for live event support and meetings with program chairs and speakers
• Accept AI in department workflows and embrace LLMs for efficiencies

Preferred Qualifications:

• Experience in healthcare, eyecare, or medical education events
• Familiarity with CE/CME accreditation processes (COPE, ARBO, VME) or continuing education workflows
• Experience with CMS platforms for event page building (Sanity, Cvent, Hopin, or similar)
• Experience with HubSpot for registration management, email workflows, or chatbot setup
• Experience coordinating speakers, faculty, or KOLs for educational events
• Background working at a marketing agency or in a B2B event or account management environment
• Familiarity with Frame.io, AddEvent, Slido, Loom, LookerStudio, or Parse.ly
• Experience supporting client-facing reporting or account recap documents