Marketing and Professional Education Coordinator

RxSight® is an ophthalmic medical technology corporation headquartered in Aliso Viejo, California that has commercialized the world’s first and only adjustable intraocular lens (IOL) that is customized after cataract surgery. The company’s mission is to revolutionize the premium cataract surgery experience by allowing surgeons to partner with their patients to achieve optimized results for every unique eye.

Overview
We are seeking a highly organized and proactive Coordinator to support both the Marketing and Professional Education teams. This role is responsible for coordinating administrative operations, financial processes, event logistics, tradeshow support, and post-event activities. The ideal candidate thrives in a fast-paced environment, demonstrates strong attention to detail, and can effectively manage multiple priorities while supporting cross-functional teams and external partners.

Requirements
Essential Duties and Responsibilities
Administrative & Financial Coordination

Support day-to-day administrative operations for the Marketing and Professional Education teams

Create, track, and follow up on Statements of Work (SOWs) and Purchase Orders (POs)

Process RQ/QAD requests and ensure timely completion

Route and maintain COM and eQMS documentation

Coordinate invoice tracking and collaborate with Accounting on payment status and issue resolution

Troubleshoot vendor payment inquiries and support vendor communications

Assist with budget tracking, reporting, and reconciliation activities

Maintain organized records and documentation for audits and internal compliance

Event & Logistics Support

Coordinate logistics for meetings, educational programs, and marketing events

Order event supplies, promotional materials, and marketing collateral

Create and organize attendee badges and registration materials

Manage shipments through FedEx and other carriers to vendors, hotels, and event locations

Coordinate dinner reservations, onsite schedules, and meeting logistics

Provide onsite event support including setup, registration, attendee assistance, and teardown

Handle last-minute logistical changes and support urgent operational needs

Tradeshow & Exhibit Kit Management

Maintain inventory of marketing collateral and exhibit materials

Pack, ship, and track exhibit kits for conferences and tradeshows

Create shipping labels and monitor delivery timelines

Coordinate timely return shipments from field representatives and event sites

Inspect and maintain exhibit materials including banners, tablecloths, signage, and displays

Restock, organize, and prepare materials for future events and programs

Field & Post-Event Support

Support lead management activities and post-event follow-up processes

Assist with data entry, tracking, and reporting of event leads

Respond to approved ad hoc field requests and troubleshooting needs

Coordinate follow-up materials and communications after events

Provide administrative support for ongoing marketing and education initiatives

Required Knowledge, Skills and Abilities

Strong organizational skills with the ability to manage multiple projects simultaneously

Excellent written and verbal communication skills

Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

Ability to work independently while collaborating effectively across teams

Strong attention to detail and problem-solving skills

Ability to travel occasionally for onsite event support, as needed

Resourceful, adaptable, and service-oriented mindset

Ability to thrive in a fast-paced, deadline-driven environment

Strong interpersonal skills with the ability to work with vendors, internal stakeholders, and external partners

Comfortable handling shifting priorities and last-minute requests

Supervisory Responsibilities

This position does not have direct supervisory responsibilities

May provide coordination and direction to vendors, temporary staff, and onsite event support personnel during meetings, educational programs, and tradeshows

May assist with training or onboarding of new team members on administrative processes and event logistics procedures

Education, Experience, and Training

Bachelor’s degree required, or equivalent work experience

2+ years of administrative, marketing coordination, or event support experience

Experience with purchase orders, invoicing, budgeting, or financial coordination preferred

Experience supporting events, tradeshows, or professional education programs is highly desirable

Training to be completed per the training plan for this position as maintained in the document control system

The training requirements on TRN-10007 Insider Trading Policy, TRN-10008 Global Anti-Bribery and Anti-Corruption Policy and TRN-10009 Code of Business Conducts and Ethics must be diligently completed within 30 days from the hiring date and on an annual basis

Certificates, Licenses, Registrations

No specific certifications or licenses required.

Certification in administrative support, project coordination, or event management is a plus.

Valid driver’s license may be required for occasional travel and onsite event support.

Computer Skills

Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint

Experience with virtual meeting platforms such as Microsoft Teams and Zoom

Ability to use purchase order, invoicing, and financial tracking systems

Familiarity with FedEx and other shipment tracking platforms

Experience with database management, lead tracking, or CRM systems preferred

Ability to learn internal systems including eQMS, COM routing, and other company platforms

Strong data entry and document management skills

Comfortable using shared drives, cloud-based file storage, and collaboration tools such as SharePoint or Teams

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