Event/Meeting Coordinator- Corporate Events - Entry Level

Event/Meeting Coordinator – Corporate Events – Entry Level Remote – candidate must be able to work 8:30 AM–5:00 PM in either Mountain or Pacific Time ZonesHours: 7.5 hrs/dayGeneral Purpose/Summary of Job:The Event Planning Coordinator will be responsible for executing logistics for medical education events and ensuring that commitments are met on schedule and within budget. In addition, Event Planning Coordinators are also responsible for:Performing a variety of intricate planning tasks related to identifying and scheduling all aspects of the event including location, guest speakers, food, equipment, speaker travel needs, and more. Maintaining consistent communication with sales representatives, faculty, and internal staff throughout the meeting planning process. This position coordinates the events from start to finish and post‑event reconciliation.Primary Duties and Responsibilities:Database management – manage promotional educational programs within the proprietary events management platformBudget management – assist customer representatives within their program planning budget to ensure they meet client business rules and guidelinesSelect or confirm venue, menu, audiovisual, and air/ground transportation arrangementsCoordinate payment with venues/caterers and any other vendorsFrequent daily communication with sales representatives and faculty as neededReview all venue contracts for accuracy/ensure client compliance requirements are metEnsure all meeting materials are complete and accurateWork closely with other team members to ensure successful execution of meetingsAdhere to various policies (i.e., confidentiality, sensitive communication, intellectual property)Effectively manage high volume of meetings while also responding to emails and phone callsBe available to cover after‑hours phone line 5 PM–midnight on a rotated basis (weeks selected by coordinator)Competency Requirements:Positive attitude at all times and the ability to work with a team and maintain a “Whatever it Takes” attitudeAbility to boost team moraleAbility to take constructive feedback and adjust in order to progress forwardAbility to communicate clearly with management via email or in personExcellent interpersonal, customer service and organizational skillsExceptional attention to detailProfessional and clear oral and written communication AND etiquette skills to successfully manage high phone and email volumeDemonstrate ability to work in a fast‑paced environment, changing planning activities and/or multitasking often to meet fluctuating client/company prioritiesAbility to take on additional ad hoc tasks as needed to support the team without complaintAbility to work flexible schedules and/or extended hours to meet clients’ business needsMaintain productivity while performing repetitive planning tasks every dayProficiency in MS‑Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUPs) and Gmail preferredBasic math and spelling proficiencyAbility to work and thrive in a team atmosphereEducation/Skills Experience Desired:High School or equivalentCollege degree preferred1–2 years’ experience in field or related area preferred but not requiredGreat for individuals with a Sales, Hospitality, or Customer Service backgroundMust be a go‑getter and very personable while having patience with the processPossess strong analytical and problem‑solving skillsSeniority level:Entry levelEmployment type:OtherJob function:AdministrativeIndustries:Events Services#J-18808-Ljbffr