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Role Description

This role involves project coordination, 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.

Qualifications

• 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.
• 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

• 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.