Event Marketing Specialist - Brookhaven - Tele Specialists

    Tele Specialists
    Tele Specialists Brookhaven

    1 week ago

    Description
    This is an IN-OFFICE position in our BROOKHAVEN, ATL Office.
    About Us:
    TeleSpecialists is transforming healthcare delivery as the nation's largest and fastest-growing digital healthcare leader. By providing expert neurological and psychiatric care directly to over 400 hospitals and health systems across the country, we don't just provide care; we pioneer solutions that make quality healthcare easily accessible.
    Join a team where your passion meets our purpose. If you're inspired by innovation, thrive in a collaborative and entrepreneurial environment, and want to be a part of a team that's reshaping the future of patient care, we want you on our team. At TeleSpecialists, you'll discover more than just a job. You will be able to experience meaningful work, accelerated career growth, and the opportunity to redefine healthcare for the future.
    Tele Specialists Offers:
    • A great culture with a team environment
    • A fun, diverse work environment
    • A rapidly growing company with career advancement opportunities
    • Medical, Dental and Vision benefits
    • Tuition Reimbursement
    • 401k match
    • Paid Vacation
    • Leadership Training Classes
    • Mentorship Program
    About the Role:
    The Senior Event Marketing Coordinator is responsible for the planning, logistics, and execution of TeleSpecialists' conferences, trade shows, sponsored events, and internal/external special events. This role is highly operational and execution-focused, ensuring events are delivered professionally, on time, and aligned with defined objectives and brand standards.
    Essential Duties and Responsibilities:
    Event Planning & Logistics
    • Manage the end-to-end logistics for national and regional conferences, trade shows, sponsorships, and special events
    • Own event timelines, checklists, and execution plans once strategy and goals are set.
    • Coordinate venue requirements, booth assets, shipping, vendor orders, registrations, catering, lead capture tools and travel logistics.
    • Manage exhibitor kits, sponsorship deliverables, deadlines, and on-site requirements.
    • Ensure all materials, signage, and booth assets are prepared, shipped, tracked, and returned properly.
    • Serve as the on-site operational lead for assigned events (or remote coordinator when appropriate).
    Booth & On-Site Management
    • Coordinate booth setup, teardown, and staffing schedules.
    • Ensure booth readiness: signage, collateral, demos, giveaways, lead capture tools.
    • Act as the primary point of contact for show services, vendors, and event organizers.
    • Troubleshoot real-time issues calmly and professionally during events.
    • Ensure brand standards and professionalism are consistently upheld onsite.
    Stakeholder Coordination & Support
    • Serve as the executional liaison for internal stakeholders:
      • Clinical Services & Medical Leadership
      • Physician Recruitment
      • Business Development & Client Account Management
    • Gather event needs and inputs, clarify requirements, and translate them into execution plans.
    • Support the Executive Director of Marketing with preparation for:
      • Pre-show plans
      • Sponsorship and speaking opportunities
      • Run-of-show schedules
      • Staffing plans
      • Post-event summaries and follow-up needs
    • Ensure alignment between stakeholders without owning strategic prioritization decisions.
    Pre-Event & Post-Event Execution Support
    • Coordinate pre-event logistics, including:
      • Attendee lists
      • Meeting scheduling support
      • Calendar coordination
      • On-site agendas and staffing plans
    • Support post-event activities, including:
      • Lead list consolidation and handoff
      • Post-show follow-up tracking
      • Survey distribution (if applicable)
      • Expense reconciliation and documentation
    • Assist with post-event debrief materials and performance summaries for leadership.
    Process, Tracking & Organization
    • Maintain event calendars, planning documents, and standardized checklists.
    • Track budgets at the event level (expenses vs. approved amounts).
    • Maintain vendor lists, templates, and historical event documentation.
    • Support continuous improvement by documenting lessons learned and execution insights.
    Qualifications:
    • Bachelor's degree in Marketing, Communications, Hospitality, or related field preferred (or equivalent experience).
    • 3-6 years of experience in event coordination, event marketing, or operations-heavy roles.
    • Experience supporting B2B events, conferences, or trade shows required.
    • Budget tracking and vendor contract experience.
    • Healthcare, telehealth, or professional services experience preferred but not required.
    • Familiarity with and Salesforce CRM is preferred.
    Knowledge, Skills, and Abilities:
    • Strong event logistics and project management skills.
    • Exceptional organization and attention to detail.
    • Ability to manage multiple events and deadlines simultaneously.
    • Comfortable coordinating across senior stakeholders without needing to "own" strategy.
    • Calm, solutions-oriented approach to live-event problem solving.
    • Strong written and verbal communication skills.
    • Proficiency with project management tools, spreadsheets, and event platforms.
    Travel Requirements (if applicable):
    • 30% travel
    Other Duties:
    This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties, responsibilities, and activities may change or be assigned at any time based on business needs.
    Physical Requirements:
    • Must be able to remain in a stationary position (sitting or standing) for prolonged periods, often up to 75% of the workday.
    • Needs to occasionally move about inside the office to access file cabinets, office machinery, or shared workspaces.
    • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and printer.
    • Must be able to exchange accurate information with clients and co-workers in person, over the phone, and via digital platforms.
    • Occasionally moves or transports office supplies, files, or equipment weighing up to 25 pounds.
    • Occasionally positions self to maintain files in cabinets or access equipment stored in low or high areas.
    • Requires close visual acuity to perform activities such as preparing and analyzing data, transcribing, and viewing a computer monitor for extended periods.
    Equal Employment Opportunity & ADA Statement

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