Field Events & Program Coordinator, Marketing

Event Coordinator, Field & Corporate Events, Marketing

Location: Brentwood, TN 

IVX Health is hiring a Marketing Event Coordinator to plan and run our corporate events, field events, and pharmaceutical partnership events. IVX Health is a healthcare company that provides infusion and injection therapy to patients with complex chronic conditions.

In this role, you will own events from the first request through the final report. You will manage vendors, registration, shipping, budgets, and event content. You will work with the Marketing, Growth, Operations, Clinical, People, and Pharma Partnerships teams. You will report to the Director of Marketing.

Having one person own events helps employees connect and strengthens partner relationships. It also frees the Marketing team to focus on strategic growth.

Events you will support:

• Field events: center open houses, conferences, trade shows, and local networking events
• Growth team corporate events: the Growth and Operations Annual Summit and President's Club
• Other meetings and events that leadership prioritizes

Key Responsibilities

Event Planning and Operations

• Manage events from request to follow-up. Keep the event calendar, timelines, and team tasks current.
• Write event briefs that cover goals, audiences, budgets, staffing, and success measures.
• Coordinate venues, hotel room blocks, catering, audiovisual services, transportation, and accessibility needs.
• Manage invitations, guest lists, registration, communications, and attendee questions.
• Provide on-site support, oversee setup and breakdown, and solve logistics problems.

Field Event Requests and Coordination

• Coordinate field team requests for open houses, conferences, sponsorships, and local events through a standard request and approval process.
• Record goals, audiences, costs, staffing, materials, and deadlines. Track approved events through completion.
• Complete registrations, exhibitor applications, sponsorship forms, and other required paperwork.
• Coordinate booths, supplies, vendors, and shipping. Give field teams checklists, timelines, and clear task lists.
• Work with Marketing on approved invitations, promotional materials, and communications.
• Collect attendance and lead information so the Growth and field teams can follow up quickly.

Event Communications, Social Media Content, and Documentation

• Write announcements, reminders, attendee instructions, and event social media posts using approved messaging and templates. Match the timing to Marketing's editorial calendar.
• Keep planning, staffing, shipping, and operations records so participating teams are prepared.
• Coordinate photo and video coverage, shot lists, and assignments. Capture event highlights, employee recognition, and partner participation while following privacy, consent, and brand rules.
• Prepare recap copy, photo selections, and short videos for Marketing approval. Store approved files in the shared library.
• Report on attendance, expenses, feedback, lead handoffs, and recommendations after each event.

Shipping, Supplies, and Inventory

• Manage packing, shipping, delivery tracking, receiving, and returns.
• Order and send approved promotional items, gifts, signs, printed materials, and supplies.
• Track reusable event inventory, including where items are, their condition, availability, and when to restock.
• Set ordering and shipping deadlines to avoid rush fees, missing materials, and last-minute requests.

What Success Looks Like

• Events run on schedule, within budget, and in line with their goals.
• Submissions, registrations, approvals, content, recaps, and lead handoffs happen on time.
• Shipments are accurate, materials are available, and event records are complete.
• Attendees, field teams, partners, and sponsoring departments give positive feedback.
• Rush fees, preventable errors, and logistics escalations go down.
• Marketing spends less time on event administration and has more time for strategic growth.

Required Qualifications

• Experience in event planning, marketing, hospitality, or project coordination. This includes managing multiple projects, vendors, deadlines, and budgets.
• Strong organization, attention to detail, communication, and follow-through, with a service-minded approach.
• Ability to work independently, anticipate needs, and solve problems calmly.
• Experience writing social media copy and event recaps, and creating basic photo or video content.
• Proficiency with Microsoft Office and project management tools.
• Ability to travel for site visits, meetings, and events.
• Availability for occasional evenings or weekends.
• Ability to coordinate packing, shipping, setup, and breakdown. Reasonable accommodations are available as needed.

Preferred Qualifications

• Experience with Smartsheet and Canva or similar tools.
• Experience with conferences, incentive travel, or events across multiple locations.
• Healthcare or multi-site business experience.
• Associate's or bachelor's degree in marketing, communications, hospitality, business, or a related field. Equivalent experience will be considered.