Marketing and Professional Education Coordinator

Description 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
Notice To Staffing Agencies And Search Firms RxSight does not accept unsolicited resumes or candidate submissions from staffing agencies or search firms for any employment opportunities. All agency engagements must be authorized in writing for a specific position by RxSight’s Talent Acquisition department. Any resumes or candidate information submitted without such specific engagement will be considered unsolicited and the property of RxSight. No fees will be paid in the event a candidate is hired under these circumstances.
Salary Description $81,000 To $88,000 Per Year

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