Dental Education Events Specialist

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Description

Job Summary:

The Dental Education Events Coordinator is responsible for the end-to-end planning, execution, and optimization of educational programs and customer engagement events in partnership with sales teams, third-party education providers, key opinion leaders (KOLs), and local dental organizations. This role manages event logistics, budgets, attendee engagement, compliance requirements, and post-event analytics while leveraging digital tools and AI-enabled technologies to improve event efficiency, attendee experience, and business outcomes. The ideal candidate is a highly organized project manager with experience managing multiple events simultaneously, analyzing event performance metrics, and utilizing AI-powered productivity tools to streamline workflows and support data-driven decision-making.

Essential Duties and Responsibilities:

Event Strategy & Program Management

• Develop and manage annual educational event plans aligned with marketing objectives, sales strategies, and customer engagement goals.
• Create detailed event project plans, timelines, workback schedules, stakeholder communication plans, and budget checkpoints to ensure successful execution.
• Coordinate multiple regional, local, and national educational programs while maintaining consistent brand standards and attendee experience.
• Manage event risk assessments, contingency plans, and issue resolution to minimize disruption and support smooth execution.

Event Planning & Execution

• Organize and manage educational programs, workshops, hands-on courses, customer events, trade shows, webinars, and continuing education programs.
• Coordinate venue selection and contracting, speaker arrangements, accommodations, catering, audiovisual requirements, transportation, shipment needs, and event materials.
• Lead on-site and virtual event execution as applicable, troubleshooting operational issues and ensuring a high-quality attendee experience.
• Manage registration platforms, attendee communications, confirmations, waitlists, attendance lists, name badges, surveys, certificates, and post-event follow-up activities.

Stakeholder Collaboration & Relationship Management

• Serve as a primary point of contact for internal stakeholders, sales representatives, educators, dental societies, third-party education groups, vendors, and external event partners.
• Partner with regional sales teams to identify educational opportunities, optimize attendance, and support territory and business objectives.
• Build and maintain relationships with KOLs, speakers, faculty, and educational partners to support long-term program development and continuity.

Budget, Vendor & Compliance Management

• Develop, monitor, and reconcile event budgets, ensuring cost-effective solutions without compromising quality or compliance.
• Manage vendor quotes, purchase requests, invoices, contracts, shipment tracking, and reconciliation in partnership with internal stakeholders.
• Ensure events adhere to applicable industry regulations, continuing education requirements, company policies, privacy standards, and compliance processes.

Marketing, Promotion & Attendee Engagement

• Coordinate with marketing stakeholders to promote events through digital channels, email communications, printed materials, sales enablement tools, and event registration pages.
• Support development and proofing of event invitations, agendas, speaker bios, promotional copy, reminders, and post-event communications.
• Maintain accurate attendee records and support follow-up activities designed to maximize engagement and customer relationship development.

Data Analytics & Reporting

• Track and report key performance indicators including attendance, registration conversion, attendee engagement, customer feedback, budget performance, lead generation, and return on investment (ROI).
• Use CRM and event management platforms to maintain attendee data, generate event performance insights, and support sales and marketing follow-up.
• Prepare post-event reports with findings, trends, and recommendations to improve future program effectiveness, customer engagement, and resource allocation.

AI-Enabled Event Management & Digital Productivity

• Utilize AI-powered productivity tools to enhance event planning, scheduling, communications, content development, reporting, and administrative workflows.
• Leverage Microsoft Copilot, AI-enabled CRM tools, event management technologies, and Microsoft 365 applications to streamline routine tasks and improve operational efficiency.
• Use AI tools to summarize event feedback, identify trends, draft communications, organize notes, and develop actionable recommendations for internal stakeholders.
• Apply responsible and compliant use of AI technologies in accordance with company policies, data privacy requirements, and confidentiality standards.
• Perform other duties as may be assigned.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Requirements

Minimum Qualifications:

• Bachelor's degree in Marketing, Business, Event Management, Communications, Healthcare Administration, or a related field.
• 3+ years of experience in event planning or program coordination, preferably within the dental, medical, healthcare, continuing education, or professional education industry.
• Demonstrated ability to manage multiple events and priorities simultaneously, including timelines, budgets, communications, vendors, and cross-functional stakeholders.
• Experience working with hotel/travel administration, tradeshow suppliers, and shipping coordination.
• Strong written and verbal communication skills with the ability to collaborate effectively with internal teams, external partners, speakers, vendors, and customers.
• Proficient in Microsoft 365 applications including Excel, Word, PowerPoint, Outlook, Teams, SharePoint, and Microsoft Copilot or comparable AI-enabled productivity tools.
• Experience with CRM platforms (Salesforce preferred), ERP systems (SAP preferred), and event management software such as Cvent, Eventbrite, or similar platforms.
• Ability to use AI-enabled productivity tools and data analytics platforms to improve event planning, reporting, communication, and decision-making.

Preferred Qualifications:

• Experience working with KOLs (key opinion leaders), dental dealers, dental societies, internal sales teams, and healthcare professional education programs.
• Knowledge of dental products, procedures, and continuing education requirements.
• Experience utilizing AI-assisted business productivity tools such as Microsoft Copilot, Salesforce Einstein, ChatGPT Enterprise, or similar technologies.
• Experience developing event performance dashboards, post-event reports, survey summaries, or analytics reports.
• Knowledge of digital engagement strategies, webinar platforms, hybrid event technologies, and marketing automation tools.
• Certification in meeting or event planning, such as CMP, DES, or equivalent, preferred.