Event Operations Specialist Austin, TX POST NUMBER: 432765

Role Overview:
This position is responsible for managing all aspects of Medical Education event planning, ensuring high-quality execution and exceptional customer experiences from inception to completion. The role includes venue sourcing, contract negotiations, event technology management, attendee registration, on-site event support, and budget oversight.

Key Responsibilities:

• Plan and manage logistics for Medical Education courses, Advisory Board Meetings, and Innovation Councils (40-100 attendees).

• Develop budgets, monitor expenditures, and ensure adherence to compliance and industry regulations.

• Conduct site selection, issue RFPs, negotiate contracts, and manage vendors.

• Oversee AV/production sourcing, ground transportation, F&B planning, and event design.

• Manage event technology, attendee lists, room blocks, and post-event evaluations.

• Troubleshoot on-site issues and ensure seamless execution.

• Track and report Open Payment and regulatory compliance.

• Provide pre/post-event reports, including rooming lists, transportation, and F&B details.

Requirements:

• 2-4 years of event planning experience, preferably in the medical industry.

• Bachelor’s Degree required; Cvent Event Management Certification preferred.

• Strong time management, communication, and customer service skills.

• Detail-oriented with the ability to manage multiple tasks under pressure.

• Domestic travel up to 25%; flexible schedule as needed.

Competencies:

• Ability to prioritize customer goals and solve operational challenges.

• Proven decision-making skills in fast-paced environments.

• High level of professionalism, ethics, and compliance awareness.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.