Sr. Events Coordinator in Irvine, California at ASAHI INTECC USA INC

The Senior Events Coordinator supports the planning and execution of regional and national conferences, tradeshows, and physician events. This role is responsible for driving operational excellence, ensuring seamless coordination, and maintaining high standards of execution. The position plays a key role in delivering events on time, on budget, and aligned with corporate marketing and sales objectives.

Essential Job Functions:

Conference and Event Execution

• Lead and support the planning and execution of regional and national tradeshows and conferences
• Coordinate logistics including booth shipments, vendor communication, hotel accommodations, and travel arrangements
• Prepare and manage event timelines, checklists, and internal communications to ensure alignment across teams
• Support on site execution including booth setup, staff coordination, and issue resolution
• Ensure all event materials, signage, and promotional assets are delivered accurately and on time
• Assist in post event breakdown, return shipments, and inventory coordination

Budget and Reporting

• Assist in budget tracking and expense reconciliation to ensure financial accuracy and compliance
• Collect and organize post event metrics including lead counts, engagement feedback, and ROI data
• Prepare post event summaries and support recommendations for continuous improvement

Cross Functional Coordination

• Partner with marketing, sales, and product teams to gather event requirements and messaging needs
• Coordinate internal booth briefings and support preparation of training materials
• Maintain clear communication across teams to ensure readiness and alignment

Vendor and Stakeholder Coordination

• Maintain communication with vendors and support management of deliverables and timelines
• Assist with physician contracting logistics in coordination with compliance and finance teams
• Track documentation related to physician participation and ensure timely submission for compliance review

Lead Management and Follow Up

• Coordinate with sales to ensure lead capture systems are functioning properly during events
• Assist in organizing and distributing qualified leads for post event follow up
• Track follow up progress and report status to management

Process Improvement

• Identify opportunities to improve event processes, logistics, and efficiency
• Research tools and best practices to enhance event execution and engagement

Qualifications

• 2+ years of experience in event coordination, trade show management, marketing operations, or a related field.
• Experience coordinating travel arrangements, shipping, inventory, and event logistics.
• Ability to travel domestically to support company events and conferences.
• Highly organized and detail-oriented, with the ability to effectively manage multiple priorities and deadlines.
• Demonstrates strong project execution skills and takes ownership of tasks to ensure successful completion of deliverables.
• Proactive problem solving and adaptability