Event marketing coordinator

The Event Coordinator is in charge of planning, organizing, and following all aspects of Intuitive participation in local and regional tradeshows, ensuring compliance processes and standards are met.

The Event Coordinator works closely with vendors, salespeople, marketing teams, and other stakeholders to ensure that everything goes smoothly during the event.

In addition, this role provides general support to the Marketing team for the organization and coordination of all types of other marketing events and projects.

Roles and Responsibilities

Local and National Tradeshows

• Establish booth layout on tradeshows, choose and order the most appropriate material for the venue, organize set up and dismantling.
• Order services through the organizer.
• Plan booth staffing schedules and communicate to the sales team accordingly.
• Prepare and lead kickoff meetings to review event objectives and logistics.
• Arrange accommodation and registration for the team and HCPs.
• Book da Vinci system check access, coordinate delivery and pick up with the transportation company.
• Manage and follow sponsorship event agreement respecting compliance deadlines (ARS, CVS, etc).
• Collect feedback, measure, and track follow-up activities post-event with the appropriate tools (Leadvalu, Qualtrics survey, Zoom, etc).

Marketing and Intuitive Events

• Select and book venue, organize travel, accommodation, and restaurant respecting compliance limits.
• Research and negotiate with vendors and services providers.
• Order and coordinate shipping and delivery of promotional material.
• Liaise with the Marcom coordinator on event project needs and follow up on delivery of assets.
• Gather content and prepare event invitation for Sales and HCPs in Sales Force.
• Create detailed timelines and checklists to ensure all deadlines are met and no details are overlooked.
• Collect post-event feedback and compile reports documenting successes and areas for improvement.

Executive HCPs and Medical Society Activity

• Manage health professional and Executive contracts, consulting letters, and conventions for their participation in marketing activities and follow up on contract signature with the collaboration of the Compliance team.
• Update the proctor tracking when needed.
• Manage reimbursement and payments for surgeon and ensure tracking of HCPs activities.

Other Responsibilities

• Contribute to the creation and improvement of processes and solutions to increase efficiency in daily operations.
• Support the marketing team in administrative tasks linked to sales and marketing activity.
• Create new vendors and Purchase Orders and maintain accurate records of expenses and invoices.

Qualifications:

Required Knowledge, Skills, and Experience:

• University degree in event management, marketing, or communication.
• 2 to 4 years of internal and external tradeshow or event experience, preferably in the medical device industry, acquired in an international, fast-paced, and changing environment.
• Languages (spoken and written): fluency in English and local language required.
• Excellent interpersonal, verbal, and written skills coupled with the ability to interact with a variety of departments and customers (marketing, sales, market access, healthcare professionals).
• Demonstrate ability to coordinate multiple projects and organize, prioritize, and cope with various tasks.
• Strong organizational skills and ability to work in a team environment providing cross-functional support.
• Flexible and reliable with strong attention to detail.
• Good knowledge of the MS Office product suite.
• Office-based (Bordeaux, France). Travel up to 30% according to business needs, mainly within the dedicated region and across EMEA.

Additional Information:

Intuitive is an Equal Employment Opportunity Employer. We provide equal employment opportunities to all qualified applicants and employees and prohibit discrimination and harassment of any type without regard to race, sex, pregnancy, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, genetic information, or any other status protected under federal, state, or local applicable laws.

We will consider for employment qualified applicants with arrest and conviction records in accordance with fair chance laws.

Key Skills: Time Management, Marketing, Customer Service, Google Docs, Organizational skills, Expense Management, Hospitality Experience, Upselling, Event Planning, Events Management, Event Marketing, Project Coordination.

Experience: years

Vacancy: 1