Meeting & Event Coordinator

Join MDVIP as a Meeting & Event Coordinator. In this role, you will manage logistics for weekly in-person and virtual physician meetings, coordinate sales events, and organize physician recruitment activities such as tradeshows. Your role will ensure smooth execution of all events, supporting seamless operations and creating positive experiences for participants.

Since opening the first affiliated practice in 2000, the MDVIP membership-based personalized healthcare program now empowers over 400,000 people to reach their health and wellness goals through in-depth knowledge, expertise, and one-on-one coaching with over 1,300 of the finest primary care doctors in America. MDVIP-affiliated doctors provide the highest level of personalized health care through consultations, comprehensive screenings, and advanced testing coupled with a wellness plan devised to help manage acute and/or chronic medical needs. MDVIP-affiliated doctors utilize the latest healthcare technologies in order to advance the delivery of primary care and improve health outcomes in America.

MDVIP has consistently been recognized as a Great Place to Work® employer since 2018, (Greatplacetowork.com/certified-company/MDVIP) and was named by Fortune and Great Place to Work® as one of  the 2023 Best Workplaces in Healthcare^™ This is a corporate based role.

Essential Duties and Responsibilities

Corporate Physician Visit Coordination 

• Coordinate physician visits, both virtual and in-person, including scheduling, travel logistics, and accommodations.
• Manage relationships with travel vendors, negotiate with hotels and caterers, and ensure the smooth execution of visits.
• Host visitors, manage agendas, troubleshoot issues, and maintain inventory of visit giveaways.
• Oversee post-visit reimbursements, surveys, and continuous process improvement based on feedback.

National and Regional Sales Meeting Planning 

• Collaborate with stakeholders to plan and organize sales meetings, including venue selection, budgeting, and agenda preparation.
• Secure restaurant reservations, order materials, and manage event logistics, including AV coordination.

Tradeshow Planning 

• Handle logistical needs for tradeshows, including equipment, supplies, and accommodations.
• Manage promotional giveaways, vendor selection, and oversee event budgets and post-event summaries.
• Track and process leads and coordinate marketing communications.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Education / Experience / Knowledge:

Bachelor’s degree in event planning or hotel management preferable and at least three year’s related business experience; or equivalent combination of education and experience where two year’s related experience equals one year of schooling.  Related experience assumes a similar event planning role with specific experience related to managing events on a similar scale.

Required:

• Comfortable in all aspects of event, meeting, and conference planning.
• Exceptional communication skills (written and verbal) as well as strong interpersonal skills and the ability to build relationships with all management levels.
• Must be able to work under pressure at times to handle a wide variety of activities.
• Ability to exercise good judgment in a variety of situations.
• Excellent organizational skills with attention to detail.
• Works effectively as part of a team and collaborates within all levels of management and staff.
• Ability to make recommendations for process improvement in all areas of work.
• Capacity to perform job duties with minimal supervision.
• This role demands strong attention to detail, flexibility, and the capacity to manage travel arrangements and modifications, occasionally on weekends, to ensure seamless operations.
• Ability to work flexible hours, including the potential for early starts and late finishes on Mondays and Fridays. Occasionally, you may be required to work beyond the standard 5:00 PM end time.

Additional information:

At no time may work be performed, or computer systems accessed, from outside of the U.S.

Individuals hired must be able to perform essential duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MDVIP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.