Marketing Events Coordinator

About Compulink Healthcare Solutions

For 40 years, Compulink has been a leader in the healthcare technology sector, recognized for developing one of the first electronic health record (EHR) systems. Today, the company supports over 6,000 practices across more than 18 medical specialties with an AI-driven, all-in-one platform aimed at reducing clinical burnout. Their Advantage technology leverages AI, including a virtual scribe and automated billing, to streamline administrative tasks, allowing healthcare providers to concentrate on patient care. Compulink positions itself as a partner dedicated to helping specialty practices succeed in the evolving healthcare landscape.

The Impact You’ll Make

As the Marketing Events & Tradeshow Coordinator, you will be instrumental in managing Compulink's participation in industry events, from regional meetings to major conferences. This role demands meticulous attention to detail and end-to-end logistical ownership, ensuring a strong brand presence. You will be actively involved in coordinating shipments, inspecting booth materials, and managing contracts and timelines. This position is ideal for individuals who excel in organized, complex environments and are committed to flawless event execution.

What You’ll Do

Tradeshow & Event Management

• Oversee the entire lifecycle of tradeshows, including booth selection, contract processing, payments, and timeline management using Asana.
• Arrange hotel accommodations and coordinate travel logistics for sales representatives in collaboration with the travel team.
• Submit exhibit house instructions for major shows, review estimates, approve floor plans, and complete necessary forms like EAC and COIs.
• Procure and manage all booth components, such as graphics, banners, furniture, and technical equipment like lead retrieval systems.
• Register staff for events, disseminate event-specific information, and monitor deadlines and progress in Asana.
• Coordinate the shipping and receiving of booth materials from Compulink HQ and the exhibit house, managing carrier logistics.
• Collaborate with the exhibit house to finalize booth layouts and manage inventory.
• Order and arrange for the pickup of kiosk graphics.
• Liaise with the IT department regarding equipment requirements for each event.
• Handle the packing, shipping, and unpacking of all booth materials.

Post-Show Follow-Through

• Collect lead files from lead retrieval vendors and gather post-show debriefs from sales representatives.
• Compile debrief summaries and update marketing event records.
• Record all event-related expenses in HubSpot, the budget spreadsheet, and the marketing event record.

Inventory & Materials Management

• Maintain and restock inventory of tradeshow supplies, promotional items, and staff uniforms at the Newbury Park office.
• Inspect the condition of booth graphics and materials prior to each event.
• Order and ship name tags to staff as required.

Budget & Reporting

• Manage the marketing events budget and perform monthly reconciliation of the company credit card.
• Update and reconcile Software Advice bids monthly, documenting costs in the budget sheet.

Web & Sponsorship Management

• Manage content on the client-facing website, including updates, new page creation, and form testing.
• Oversee the ASOA sponsorship relationship and ensure timely delivery of marketing assets.

About You

The ideal candidate possesses 2-4 years of experience in marketing operations, event coordination, or tradeshow management, with a preference for B2B or healthcare industry backgrounds. You should be highly organized, proficient with project management tools like Asana, and capable of building detailed checklists and timelines. This role requires a hands-on, self-directed individual comfortable with both physical tasks like packing and inspecting materials, and administrative duties such as vendor negotiation and website updates. Familiarity with HubSpot, CMS platforms (like WordPress), and vendor portals is expected, along with a strong aptitude for learning new technologies. Excellent communication skills and a detail-oriented approach to managing deadlines under pressure are essential. A Bachelor's degree in Marketing, Business, Communications, or a related field is preferred.

A Note on the Hybrid Schedule

This position is based in our Newbury Park, CA office. Certain responsibilities, such as managing shipments, packing materials, and coordinating with IT, necessitate regular in-office presence. Remote work flexibility is offered for planning, administrative, and communication tasks. Candidates should reside in or be willing to relocate to the Ventura County / Conejo Valley area.