Events Coordinator

OrthoAccel® Technologies is a dynamic and growing privately owned medical device company developing products to enhance dental care and orthodontic treatment. OrthoAccel’s AcceleDent® is the first FDA-cleared, Class II medical device designed to safely accelerate tooth movement by applying SoftPulse Technology® to shorten orthodontic treatment.

We are offering a new opportunity for a self-motivated, highly productive and energetic team professional who enjoys developing creative solutions to meet organizational goals. This individual will have proven success in convention, tradeshow and event coordination.

Responsibilities include:

  • Schedule conferences and events
  • Coordinate all conference and event details
  • Work with designer and exhibit developer on booth layout
  • Gather information on each conference or event to ensure quality, premium brand productions
  • Site plan negotiation and selection
  • Develop meeting agendas
  • Menu plan, select caterers
  • Arrange seating and floor plan layout
  • Book vendors including musicians and/or entertainment
  • Plan atmosphere including décor, floral and lighting
  • Capture attendee registrations
  • Follow up with attendees post event
  • Confirm BEOs with adherence to budget
  • Schedule speakers
  • Arrange A/V, technicians and equipment
  • Arrange event videos and other presentations
  • Monitor event timelines and ensure deadlines are met
  • Create material to publicize and promote events
  • Edit and design promotional materials
  • Prepare presentations and slide decks
  • Secure sponsorships
  • Work with designer and printer on all invitations and event printed materials
  • Develop database of all event attendees
  • Prepare nametags, materials, notebooks, packages, gift, registration lists and seating cards
  • Manage correspondence
  • Assist with preparing budgets and provide periodic progress reports for each event
  • Track event finances including check requests, invoicing, and reporting
  • Prepare and modify event contracts
  • Report pre- and post-event budget items, attendance level, event evaluations and ROI
  • Keep inventory of backdrops, booth materials and other display materials
  • Ensure booth materials are shipped post conference to correct location
  • Maintain booth and booth material inventory
  • Coordinate all on-site production and clean up post-event as necessary
  • Close out all events and contracts
  • Ensure events run smoothly and attendees have positive experiences

The qualified candidate must:

  • Be able to anticipate conference and event needs, discern work priorities and meet deadlines with little supervision
  • Be willing to work occasional evenings and weekends
  • Have a passion for special event coordination
  • Provide outstanding customer service
  • Be an enthusiastic team professional
  • Be a brand ambassador and have high personal regard for company and products
  • Build lasting, meaningful relationships with internal and external customers
  • Possess strong attention to detail and ability to meet deadlines while managing multiple projects
  • Maintain a positive, upbeat attitude at all times, including during demanding event coordinating situations that will undoubtedly arise
  • Continually propose new ideas to improve the event planning and implementation process
  • Have fun and promote a pleasant environment for team workers, orthodontic practice doctors and staff, and prospective accounts


  • Excellent verbal and communication skills, including writing, editing and proofreading
  • Ability to manage multiple projects and work assignments simultaneously
  • Excellent interpersonal skills both in person and by phone
  • High degree of professionalism with pride in the company’s premium brand position
  • Ability to accomplish multiple projects with little supervision
  • Excellent customer service ethic and high expectations for quality
  • Bachelor’s degree with 3 – 5 years conference and event coordination experience
  • At least 2 years experience with office administrative management
  • Proficient in Microsoft Office: Outlook, Word, Excel, PowerPoint


Qualified candidates seeking a fast-paced position in a startup work environment may send a cover letter outlining successful conference and event coordination and a resume to
All candidates will be reviewed; no phone calls, please.