Program Coordinator, Meetings & Events (Bay Area, Chicago or Dallas Required) - Remote - Nationwide
Job Overview
Employment Type
Full-time
Compensation
Hourly
Range $25.74 - $32.18
Work Schedule
Flexible
Benefits
Health Insurance
Dental Insurance
Vision Insurance
Paid Time Off
401(k)
Professional Development
Wellness Program
Job Description
Vituity is a leading healthcare company committed to transforming the healthcare industry by fostering a collaborative culture that values teamwork and shared success. With a presence at 475 sites nationwide, Vituity serves around 9 million patients annually, operating a flexible and dynamic work environment where employees can grow professionally and make a lasting impact on their communities. The company emphasizes a culture of brilliance, where collective accomplishments are celebrated, and individuals are supported through recognition and continuous development. Vituity's dedication to improving lives extends beyond clinical care to creating an inclusive and supportive workplace for its team members.
The Program Coordinator, Meetings & Events position at Vituity offers a unique opportunity to join a passionate and purpose-driven team working remotely across the country. This full-time role involves coordinating and supporting the planning, execution, and follow-through of various meetings and events essential to Vituity's operations. The coordinator will act as a liaison for meetings and events, collaborating with different stakeholders to ensure smooth logistics, detailed preparation, and effective communication before, during, and after events. Key responsibilities include managing registrations, handling event logistics such as venues and catering, coordinating with vendors, and ensuring accurate financial reconciliations related to meetings. Strong organizational skills and the ability to multitask efficiently in a fast-paced environment are crucial.
This position requires excellent communication skills, attention to detail, and the ability to work both independently and collaboratively within a team. Candidates should be adept at using various office software tools and familiar with event management systems, ideally Cvent. The role occasionally involves travel to provide onsite support for events. Vituity offers a competitive base salary range between $25.74 and $32.18 per hour, with eligibility for an annual corporate success-sharing bonus program based on company performance. Employees benefit from a comprehensive compensation package, including superior health plans, dental and vision coverage, retirement savings programs, paid time off, and professional development opportunities.
Joining Vituity means being part of a community that values wellness, diversity, and engagement through virtual events, wellness programs, and team-building activities. Whether working remotely or onsite, employees are encouraged to thrive in an environment that prioritizes both individual growth and making a positive societal impact through healthcare transformation.
The Program Coordinator, Meetings & Events position at Vituity offers a unique opportunity to join a passionate and purpose-driven team working remotely across the country. This full-time role involves coordinating and supporting the planning, execution, and follow-through of various meetings and events essential to Vituity's operations. The coordinator will act as a liaison for meetings and events, collaborating with different stakeholders to ensure smooth logistics, detailed preparation, and effective communication before, during, and after events. Key responsibilities include managing registrations, handling event logistics such as venues and catering, coordinating with vendors, and ensuring accurate financial reconciliations related to meetings. Strong organizational skills and the ability to multitask efficiently in a fast-paced environment are crucial.
This position requires excellent communication skills, attention to detail, and the ability to work both independently and collaboratively within a team. Candidates should be adept at using various office software tools and familiar with event management systems, ideally Cvent. The role occasionally involves travel to provide onsite support for events. Vituity offers a competitive base salary range between $25.74 and $32.18 per hour, with eligibility for an annual corporate success-sharing bonus program based on company performance. Employees benefit from a comprehensive compensation package, including superior health plans, dental and vision coverage, retirement savings programs, paid time off, and professional development opportunities.
Joining Vituity means being part of a community that values wellness, diversity, and engagement through virtual events, wellness programs, and team-building activities. Whether working remotely or onsite, employees are encouraged to thrive in an environment that prioritizes both individual growth and making a positive societal impact through healthcare transformation.
Job Requirements
- Must live in Bay Area, Chicago, or Dallas
- Two or more years of experience in the meetings and events industry or equivalent combination of experience and education
- Bachelor’s degree in related field of study or equivalent experience
- Experience working with Cvent preferred
- Ability to keep organized, set priorities, and multi-task in a fast-paced environment
- Ability to work well as a team player
- Ability to adapt and learn new ideas and concepts quickly
- Ability to be self-motivated and take initiative
- Strong time and resource management skills
- Strong attention to detail
- Strong editing and proofreading skills
- Ability to problem solve independently and in team situations
- Ability to convey information effectively in verbal and written communications
- Ability to seek innovative ideas and look for improvement and streamlining opportunities
- Ability to establish and maintain effective working relationships
- Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency
- Ability to read, understand, and communicate in English
- Intermediate MS Excel, Word, PowerPoint, and Outlook skills
- Ability to travel to meetings and events as needed
Job Qualifications
- Two or more years of experience in the meetings and events industry or equivalent combination of experience and education
- Bachelor’s degree in related field of study or a combination of education and work experience demonstrating requisite knowledge, skills, and abilities
- Experience working with Cvent preferred
- Ability to work well as a team player
- Strong time and resource management skills
- Strong attention to detail
- Strong editing and proofreading skills
- Ability to problem solve independently and in team situations
- Ability to convey information effectively in verbal and written communications
- Ability to seek innovative ideas and look for improvement and streamlining opportunities
- Ability to establish and maintain effective working relationships
- Ability to use office equipment and automated systems/applications/software at an acceptable level
- Intermediate MS Excel, Word, PowerPoint, and Outlook skills
- Ability to travel to meetings and events as needed
Job Duties
- Project coordination as directed, monitoring specific tasks, and tracking project status towards deadlines
- Act as the meetings and events liaison for assigned programs
- Collaborate with stakeholders and project team members to plan and contribute to the development and execution of all related activities
- Support meeting preparation and follow-up, including materials compilation, note taking, and action item tracking
- Coordinate meeting online registrations to include design, programming, invite lists, reports, and post-meeting evaluations
- Facilitate new attendee registrations, registration modifications, and cancellations
- Coordinate room blocks, submit and maintain accurate hotel rooming lists
- Reconcile post-meeting invoices, including department/practice allocations, chargebacks, and physician payroll deductions
- Reconcile post-meeting attendance reports and data
- Prepare, review, and edit correspondence, reports, presentations, and other business documents with a high level of accuracy and professionalism
- Coordinate the distribution of meeting documents across all appropriate communication platforms
- Coordinate event logistics including venue, contracts, catering, audiovisual, transportation, giveaways, and awards
- Assist with speaker coordination and session logistics
- Maintain the organization of various SharePoint and Monday.com sites
- Lead meeting production including name badges, signage, and handouts
- Organize, pack, and ship materials, supplies, and equipment for events
- Coordinate with external vendors including shipping scheduling and logistics
- Process invoices, complete direct bill applications and hotel credit card authorizations, and monitor vendor payments
- Track reward points due and hotel commission due and partner with finance to ensure timely hotel commission invoicing and collection
- Travel to and provide onsite support for events
- Oversee the meetings inbox, respond promptly, and direct inquiries to the right resources or team members
- Reconcile corporate credit cards monthly, ensuring accurate coding, documentation, and timely submission
- Provide general administrative support to the meetings and events team as needed
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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