Hybrid - Emeryville, CA - Trade Shows & Meetings Coordinator

Everybody Has A Role To Play In Transforming Healthcare

If you want to be part of changing healthcare to better serve patients, you are in the right place. With Vituity you will join a team of individuals dedicated to our culture of caring and work to develop and implement innovative solutions, while tackling some of the healthcare industry's most challenging situations from the inside.

The Trade Show & Meetings Coordinator plays a critical role in supporting the coordination and execution of meetings, conferences, and trade shows for Vituity's Meeting and Events team. This position is responsible for inventory, coordinating logistics, and providing onsite support for internal meetings and external events. The Trade Shows & Meetings coordinator will collaborate with various teams to ensure seamless event execution, track financial transactions, and maintain accurate event documentation.

Join the Vituity Team. At Vituity, our core values matter. We embody a Culture of Caring by approaching every human interaction with compassion and heart. With a Servant Leadership philosophy, we focus on what we can accomplish when we put our patients and colleagues first. An Ownership Mentality means we all have mutual accountability to drive positive change for Vituity as a whole. Finally, our focus on Innovation enables all of us to re-imagine healthcare and bring about lasting change. Ultimately, we are unified around the common purpose of transforming healthcare to improve lives, and we believe everyone has a role to play in that. Help us shape the future of healthcare.

Vituity Locations: Vituity has opportunities at 450 practice locations across the country, serving 8 million patients a year. With Vituity, if you ever need to move, you can take your job with you.

The Opportunity

• Support meeting production including name badges, signage, and handouts.
• Organize, pack and ship materials, supplies and equipment for offsite events/trade shows.
• Coordinate inventory for meetings, conferences, and trade shows, including tracking, re-ordering, and organizing supplies.
• Collaborate with program managers to create and maintain packing checklists for meetings and trade shows.
• Assist with ordering, inventory management, and distribution of promotional items for events.
• Facilitate trade show preparations, including managing property, supply orders, and coordinating shipping logistics.
• Coordinate logistics for trade shows and internal meetings, including setup, coordination of materials, and onsite support.
• Maintain the department inbox, ensuring timely responses to inquiries, requests, and correspondence related to meetings, conferences, and trade shows. This includes organizing emails, prioritizing tasks, and coordinating with relevant team members to address inquiries effectively.
• Coordinate the distribution of meeting documents across all appropriate communication platforms.
• Maintain accurate event listings and documentation on Vituity intranet and SharePoint pages.
• Provide general administrative support to the Meetings and Events team as needed.
• Track and reconcile payments for invoices related to events and conferences.
• Performs related duties as required.

Required Experience and Competencies

• High School Diploma or GED equivalent required.
• Previous customer service experience preferred.
• 3-4 years of increasingly complex administrative support & project coordination experience preferred.
• Ability to work independently with drive and initiative but also work well within a teamwork setting.
• Detail oriented, organized, and flexible individual able to perform multiple tasks with varying priorities under conditions requiring speed and accuracy.
• General knowledge of administrative procedures and standard business office practices.
• Must have strong customer service with client interactions both verbally and written.
• Strong analytical skills, creative conceptualization, collaborative management ability, and oral and written communication skills. Demonstrated ability to handle detailed work accurately and quickly, work to deadlines on multiple projects, and to work as a team member in a collaborative and participatory manner, and to interact both in person and over the phone with a courteous and professional demeanor.
• Strong customer service skills.
• Strong verbal and written communication skills.
• Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
• Ability to establish and maintain effective working relationships as required by the duties of the position.
• Ability to read, understand and communicate in English sufficient to perform the duties of the position.
• Intermediate to advanced MS Excel, Word, PowerPoint, and Outlook skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Willingness to travel occasionally for meetings and trade shows.

The Community

Even when you are traveling or 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*

Vituity cares about the whole you. With our comprehensive 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%.
• Outstanding Paid Time Off: Four weeks' vacation, Paid holidays, Sabbatical.
• Student Loan Repayment Program.
• Professional and Career Development Program.
• EAP, travel assistance and identify theft included.
• Wellness program.
• Commuter Benefits Program.
• Diversity, Equity and Inclusion (DEI) initiatives including LGBTQ+ History, Día de los Muertos Celebration, Money Management/Money Relationship, and more.
• Purpose-driven culture focused on improving the lives of our patients, communities, and employees.

Salary range for the role is $25.74 - $32.18 hourly. Please speak with the recruiter for more information.

We are unified around the common purpose of transforming healthcare to improve lives and we believe everyone has a role to play in that. We know that when we work together across sites and specialties as an integrated healthcare team, we can 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 appreciates differences; our dedication to diversity, equity and inclusion is at the heart of our organization. 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.