Account Coordinator

About the Company:

Based in San Diego, California, Eyes On Eyecare is a technology and healthcare information company shaping the future of eyecare. Through brands like Eyes On Dry Eye, Glance, and npiQ, we deliver web applications, accredited education, and data products to tens of thousands of optometrists and ophthalmologists. Our mission is to support the people who care for vision with the tools, knowledge, and connections they need to do their best work.

Our Client Services team runs the programs our pharmaceutical, medical device, and education partners invest in: sponsored content and media campaigns, virtual summits and webinars.

Position Overview:

The Account Coordinator is the execution engine for Client Services, supporting every line of business the team delivers: accredited education, Events, and Media. You'll keep programs moving from signed agreement to final report by tracking deliverables, chasing assets and paperwork, building in our platforms, and making sure nothing falls through the cracks.

You'll work alongside the account leads in Client Services and partner closely with the Content, Marketing, Design, and Video teams. Some weeks you'll be deep in CE paperwork and speaker logistics for a summit; others you'll be trafficking sponsored articles and email campaigns, or compiling a client recap report.

If you love variety, take pride in getting the details right, and want to grow into account or program management in healthcare education and media, this role is a great fit.

Key Responsibilities:

Account Coordination (All Programs)

• Serve as a day-to-day point of contact for clients, sponsors, and grantors on assigned programs, with clear and timely communication throughout
• Track deliverables (creative assets, logos, booth content, session materials, approvals) against contracted deadlines and follow up before they slip
• Coordinate asset intake and review; flag brand safety, spec, or compliance issues to the account lead before build deadlines
• Set up and maintain projects, tasks, and timelines in ClickUp from SOWs and handoff forms; keep status current
• Maintain accurate records of commitments, deliverable status, and client communications
• Support onboarding of new clients and sponsors: platform guides, timeline overviews, and expectations

Accredited Education

• Support Client Services project management of approved grants, working with the Director of Clinical Education and Content to deliver programs
• Prepare CE/CME documents and manage the accreditation paperwork process: track submissions, send reminders, and hit deadlines
• Coordinate faculty and KOL outreach logistics: invitations, credentials, disclosures, headshots, slide decks, and payment status
• Set up and test the CE/CME Hub, including pre- and post-test configurations, and populate session numbers and grant footers
• Respect the firewall between grant-funded education and commercial programs

Events (Virtual Summits, Webinars & Live Programs)

• Build registration landing pages and event pages in our event platform (Sanity): schedule, speakers, exhibit hall, FAQ, conference bag, and post-event pages
• Enter event features: pop-up and player notifications, polling questions, raffle items, and sponsor booths
• Send speaker invitations, calendar invites, final reminders, and PIP assets; convert slide decks to attendee PDFs
• Build FAQ pages and HubSpot support chatbots; support event-day operations by monitoring chat and troubleshooting attendee issues
• Coordinate with the video/livestream team on pre-recordings, tech checks, and speaker info for lower thirds
• Provide logistics support to the Senior Director, Live Programs for in-person programs as needed

Media & Sponsored Content

• Traffic sponsored articles, video, email, display, and social deliverables between clients and our Content, Marketing, and Ad Ops teams
• Collect and route client feedback and approval rounds (including MLR review cycles) and keep versions organized
• Support project management by confirming campaign assets meet specs and launch dates; track flights and flag delivery risks early

Reporting

• Compile post-program reports with registration, attendance, engagement, CE completion, and campaign performance data
• Support learning outcomes data collection
• Keep the internal reporting tracker and Source of Truth current after each program

Operations & Growth

• Join kickoffs, dry runs, and post-mortems to build knowledge of the full program lifecycle
• Maintain process documentation, checklists, and playbooks so knowledge isn't siloed
• Identify process improvements and use AI tools to work more efficiently

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 jugglese Education, Events, and Media work across many programs at once
• Are uncomfortable with detailed, repetitive execution like data entry, platform setup, and document management
• Need heavy direction on every task rather than figuring things out and asking smart questions
• Prefer not to communicate directly with clients, sponsors, speakers, and faculty by email, phone, and video
• Find it stressful to support live events where plans change in real time
• Aren't available for occasional evenings and weekends around major events

Required Qualifications:

• Authorized to work in the United States and based in the US
• 2+ years of experience in account coordination, event coordination, project coordination, or a similar role
• Experience working with external clients, sponsors, or partners in a professional capacity
• Strong organizational skills; able to manage many deadlines across multiple projects at once
• Excellent written and verbal communication with clients, speakers, faculty, and internal teams
• Detail-oriented, with a track record of accurate, thorough execution
• Experience with project management tools (ClickUp or similar)
• Proficiency with Zoom, Google Workspace, Slack, and collaborative tools
• Comfort in a fast-paced, remote-first environment
• Availability for select evenings and weekends for live event support
• Embraces AI and LLM tools in daily workflows

Preferred Qualifications:

• Experience in healthcare, pharma, eyecare, or medical education
• Familiarity with CE/CME accreditation or grant-funded education workflows
• Experience at a healthcare marketing agency, medical communications company, or B2B media publisher
• Experience trafficking sponsored content or digital campaigns, including MLR review cycles
• Experience supporting virtual or hybrid events, ideally with CMS page builds (Sanity, Cvent, ON24, or similar)
• Experience with HubSpot and client-facing reporting
• Experience coordinating speakers, faculty, or KOLs