Covetrus

Member Services Coordinator – Event Planner

Covetrus

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇺🇸 United States

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Salary

💰 $18 - $24 per hour

Job Level

Mid-LevelSenior

About the role

  • Provide meeting and event planning support for 12-18 meetings throughout the year, many of which overlap (currently averaging 20-30 attendees per meeting; 2.5-3 days in length).
  • Meet with business and organization leaders to understand the purpose of the event (in-person or hybrid) and proactively anticipate needs and develop and discuss potential solutions.
  • Plan and manage the full scope of the event (in-person or hybrid) in a consultative approach with team members and provide logistical and engagement support to ensure participants can fully participate and be actively engaged.
  • Prepare event agendas in collaboration with the group; take and prepare notes; summarize key action items.
  • Plan and manage the scope of virtual, in-person, or hybrid events overseeing all aspects of the event to include during the event and pre/post meeting support.
  • Prepare meeting budget and monitor costs; Solicit bids from venues and service providers.
  • Arrange the details of a variety of task associated with a successful event; Ensure that it meets the meeting requirements.
  • Determine and manage the setup for functional rooms to include layout, seating, and audio visual needs.
  • Negotiate and sign event contracts as confirmed by leadership including hotels, meeting space, content providers, etc.
  • Establish and manage online invitation/registration process; encourage all members to use the online meeting platform to support effective meeting communication
  • Coordinate event services such as room reservations, restaurant reservations, ground transportation, and on-site food selection.
  • Coordinate audio visual tools as needed; Coordinate shipping of materials to and from the event location.
  • Review event bills for accuracy and approve payment; Compile full-event financial spreadsheet and break cost down to individual attendee level.
  • Coordinate invoicing of attendee with bookkeeper and support the meeting financial reconciliation process.
  • Conduct post-event evaluations and communicate with leadership to assist in planning future events.
  • Perform other duties as assigned.
  • Less than 5% travel.

Requirements

  • Degree in hospitality, public relations, management, or related field strongly preferred.
  • Experience in project management with a track record of successful events.
  • Excellent organizational skills with the ability to multitask under pressure.
  • Strong communication and interpersonal skills.
  • Meticulous attention to detail.
  • Expert time management skills.
  • Financial savvy, with the ability to adhere to plan budgets and process invoices.
  • Must demonstrate honesty and integrity and practice strict confidentiality at all times
Benefits
  • 401k savings & company match
  • Paid time off
  • Paid holidays
  • Maternity leave
  • Parental leave
  • Military leave
  • Other leaves of absence
  • Health, dental, and vision benefits
  • Health savings accounts
  • Flexible spending accounts
  • Life & disability benefits
  • Identity theft protection
  • Pet insurance
  • Certain positions may include eligibility for a short-term incentive plan

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
event planningproject managementbudget managementcontract negotiationlogistical supportagenda preparationfinancial reconciliationpost-event evaluationaudio visual coordinationregistration process management
Soft skills
organizational skillsmultitaskingcommunication skillsinterpersonal skillsattention to detailtime managementhonestyintegrityconfidentiality