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.

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.