Job description
Job Title: Event Coordinator
Prompt is revolutionizing healthcare by delivering highly automated and modern B2B enterprise software to rehab therapy businesses, the teams within, and the patients they serve. We have established ourselves as the go-to platform in the space, are setting a new standard in healthcare technology, and rapidly growing our market share.
We are looking for a proactive Event Coordinator to manage and elevate our presence at conferences, trade shows, and events across the U.S., as well as support the planning of company on-sites for our remote team. Here is a link to our biggest event of the year. We host events ranging from large-scale gatherings like this to smaller team get-togethers and need your expertise to make each one a success. This individual will be responsible for maintaining strong relationships with internal stakeholders and event organizers, overseeing sponsorships, managing event logistics, and ensuring our team has everything they need to succeed. This role is central to our brand’s visibility and engagement, bringing organizational excellence to every event. The ideal candidate is someone who is a proactive problem-solver with a keen eye for detail, ready to step in and adjust when things don’t go as planned, and someone who brings a team-first mentality. A key part of the role will involve traveling to regional conferences and to Prompt HQ in Hoboken, NJ for on-site events, where you’ll coordinate the details to ensure a smooth and impactful experience. You may also be asked to attend major conferences as needed.
Responsibilities:
Event Registration and Sponsorship: Lead the process of signing Prompt up for conferences and trade shows, coordinating sponsorship opportunities, and managing all pre-event communications with organizers.
Logistics Management: Oversee the logistics of shipping, organizing, and setting-up of equipment and marketing materials, ensuring every detail is accounted for and arrives on time.
Team Coordination: Provide clear communication and guidelines for Prompt staff attending events, goals, setup instructions, and materials needed, to ensure a smooth, aligned experience for all involved.
Event Strategy and Planning: Collaborate with internal teams to strategize and plan event activations that align with our business objectives, including lead generation, engagement, and brand awareness.
On-site Support: Attend on-site and regional events as needed managing event setup, coordinating with on-site vendors, and ensuring everything runs smoothly.
Marketing and Promotion Support: Work with our growth and brand marketing teams to create compelling event promotions, highlight sponsorships, and maximize our presence before, during, and after events.
Vendor and Asset Management: Manage event inventories and vendor relationships, ensuring all assets, materials, and equipment are tracked, prepared, and transported as needed.
Requirements:
2+ years experience in event planning and management, with a focus on B2B events and relationship-building.
Strong communication skills, both verbal and written, to build positive connections with event organizers and coordinate effectively with internal teams.
Excellent organizational and project management abilities, with a detail-oriented approach to managing logistics, inventory, and timelines.
Experience in coordinating logistics for trade shows, conferences, or corporate events, including familiarity with shipping and setup best practices.
Ability to travel on-site at our HQ in Hoboken, NJ and/or to regional conferences, up to 20% of your time.
Problem-solving mindset with a flexible, proactive approach to managing changing priorities and evolving event requirements.
Why work for Prompt?
BIG Challenges: Here at Prompt, we are solving complex and unique problems that have plagued the healthcare industry for decades.
Talented People: Prompt didn’t happen by chance, it’s a team of incredibly talented and proven individuals who all made their mark before joining forces to build the greatest software on the planet for rehab therapists.
Healthy Approach: This isn’t an investment bank, we work long hours when it’s needed, but at Prompt you own your workload and the entire organization takes a liking to smart work (over hard work).
Positive Impact: Prompt helps outpatient rehab organizations treat more patients and deliver better care with less environmental waste. That means less surgery and less narcotic-based pain treatment, all while turning a paper-heavy industry digital. We aren’t enthralled with patting ourselves on the back every day, but it does feel good :)
Perks - What you can expect:
Competitive salaries. Bonus potential with exceptional performance.
Remote/hybrid environment
Potential equity compensation for outstanding performance
Flexible PTO
Company-wide sponsored lunches
Company paid disability and life insurance benefits
Company paid family and medical leave
Medical, dental, and vision insurance benefits
Discounted pet insurance
FSA/DCA and commuter benefits
401k
Credits for online and in-person fitness classes/gym memberships
Recovery suite at HQ – includes a cold plunge, sauna, and shower
Here at Prompt, we are committed to fostering a fair and respectful work environment. As part of this commitment, it is our policy not to hire individuals from Prompt Customers unless they have obtained their current employer’s explicit consent. We believe in upholding strong professional relationships and respecting the agreements and commitments our customers have with their employees.
We appreciate your understanding and cooperation regarding this policy. If you have any questions or concerns, please don’t hesitate to reach out to our HR department.
Prompt Therapy Solutions, Inc is an equal opportunity employer, indiscriminate of race, color, religion, ethnicity, ancestry, national origin, sex, gender, gender identity, sexual orientation, age, marital status, veteran status, disability, medical condition, or any other protected characteristic. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Prompt Therapy Solutions, Inc is an E-Verify Employer.
