The coordinator will manage project tasks, track status towards deadlines, and act as the liaison for meetings and events, collaborating with stakeholders on planning and execution. Responsibilities include supporting meeting preparation, coordinating registrations, managing room blocks, reconciling invoices, and overseeing event logistics like venue, catering, and audiovisual needs.
Requirements summary
Candidates must reside in the Bay Area, Chicago, or Dallas and possess two or more years of experience in the meetings and events industry, or equivalent education. Required competencies include strong organizational skills, the ability to multitask in a fast-paced environment, teamwork, self-motivation, and proficiency in MS Excel, Word, PowerPoint, and Outlook.
Remote, Nationwide – Seeking Program Coordinator, Meetings & Events Everybody Has A Role To Play In Transforming Healthcare At Vituity you are part of a larger team that is driven by our purpose to improve lives. We are dedicated to transforming healthcare through our culture by working together to tackle healthcare’s most pressing challenges from the inside. Join the Vituity Team. At Vituity we’ve cultivated an environment where passion thrives, and success comes through shared purpose. We were founded in a culture that values team accomplishments more than individual achievements, an approach we call “culture of brilliance.” Together, we leverage our strengths and experiences to make a positive impact in our local communities. We foster this through shared goals and helping our colleagues succeed, and we also understand the importance of recognition, taking the time to show appreciation and gratitude for a job well done. Vituity Locations: Vituity has opportunities at 475 sites across the country, serving 9 million patients a year. With Vituity, if you ever need to move, you can take your job with you. The Opportunity 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 coordinator 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. Required Experience and Competencies Must live in Bay Area, Chicago, or Dallas. Two (2) or more years of experience in the meetings and events industry or equivalent combination of experience and education required. Bachelor’s degree in related field of study; or a combination of education and work experience that demonstrates the attainment of the requisite knowledge, skills, and abilities required. Experience working with Cvent preferred. Ability to keep organized, set priorities, and multi-task in a fast-paced, multi-project environment under conditions requiring speed and accuracy. 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 in process and procedure. Ability to establish and maintain effective working relationships as required by the duties of the position. Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency. Ability to read, understand, and communicate in English sufficient to perform the duties of the position. Intermediate MS Excel, Word, PowerPoint, and Outlook skills. Ability to travel to meetings and events as needed. The Community Even when you are working remotely, you are an important part of the Vituity Community. We offer plenty of opportunities to engage with other Vitans through a variety of virtual meet-and-greets, events and seminars. Monthly wellness events and programs such as yoga, HIIT classes, and more Trainings to help support and advance your professional growth Team building activities such as virtual scavenger hunts and holiday celebrations Flexible work hours Opportunities to attend Vituity community events including LGBTQ+ History, Día de los Muertos Celebration, Money Management/Money Relationship, and more Benefits & Beyond
Benefits
Dental
Vision
Health Insurance
Paid time off
401(k) retirement savings plans
EAP
Wellness program
HSA/FSA
Life and AD&D coverage
Travel assistance
Student Loan Refinancing Discounts
Professional and Career Development Program
Vituity cares about the whole you. With our comprehensive compensation and benefits package, we are mindful of what matters most, and support your needs of today and your plans for the future. Superior health plan options Dental, Vision, HSA/FSA, Life and AD&D coverage, and more Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6% plus discretionary profit-sharing contributions (eligible January following 18 months of service) Generous paid time off starting 3-4 weeks’ annually Student Loan Refinancing Discounts Professional and Career Development Program EAP and travel assistance included Wellness program Purpose-driven culture focused on improving the lives of our patients, communities, and employees We are excited to share the base salary range for this position is $25.74 - $32.18, exclusive of fringe benefits or potential bonuses. This position is also eligible to participate in our annual corporate Success Sharing bonus program, which is based on the company’s annual performance. If you are hired at Vituity, your final base salary compensation will be determined based on factors such as skills, education, and/or experience. We believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Please speak with a recruiter for more details. We are unified around the common purpose of transforming healthcare to improve lives and we believe everyone has a role to play in that. When we work together across sites and specialties as an integrated healthcare team, we exceed the expectations of our patients and the hospitals and clinics we work in. If you are looking to make a difference, from clinical to corporate, Vituity is the place to do it. Come grow with us. Vituity does not discriminate against any person on the basis of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information (including family medical history), veteran status, marital status, pregnancy or related condition, or any other basis protected by law. Vituity is committed to complying with all applicable national, state and local laws pertaining to nondiscrimination and equal opportunity. *Benefits for part-time and per diem vary. Please speak to a recruiter for more information. Applicants only. No agencies please.
