Internal Events and Office Coordinator
POSITION SUMMARY
We are looking for a dynamic and detail-oriented Internal Events & Office Coordinator to lead the planning and execution of internal events and keep our office operations running smoothly. This person will serve as a key partner to the leadership team and work closely with cross-functional groups to create engaging, memorable experiences for employees throughout the year.
If you are a mid-career professional with experience in event planning and office operations who is looking for a high-impact, people-focused role in a collaborative environment, we would love to meet you.
BENEFIT
- SCurrent benefit programs offered by MedPro include medical, dental, vision, health savings account, paid parental leave, disability and life insurance, legal, critical illness and accident insurance, 401(k) plan, profit sharing, generous PTO, 11 paid holidays, opportunities for professional development & growth and company sponsored events
**.
ESSENTIAL DUTIES AND RESPONSIBILITIE**
**S
Internal Event Planning & Execution (Primary Foc**
- us)Serve as the enthusiastic ambassador and face of internal events—energizing teams through promotion, emceeing or speaking at gatherings, and fostering a sense of excitement and connection across the compa
- ny.Plan, coordinate, and execute 6–8 internal events annually, includi
- ng:Monthly or quarterly company lunc
- hesAnnual summer picnic (requires Saturday wo
- rk)Annual employee milestone & recognition ev
- entAnnual golf out
- ingAnnual holiday party at an off-site venue (requires Saturday wo
- rk)Manage all event logistics from venue selection and vendor coordination to day-of setup and teardo
- wn.Partner with Marketing to develop branded materials, promotional items, signage, and communications to promote events internal
- ly.Create and track event budgets and maintain cost-effective vendor relationshi
- ps.Ensure events reflect company culture, foster engagement, and run seamless
- ly.Coordinate logistical needs and engagement strategies for remote/hybrid employees to ensure inclusive participation in internal events and office initiativ
- es.Coordinate company charity events and other thoughtful initiativ
- es.Gather post-event feedback and track engagement metrics to continually improve event quality and employee satisfacti
on.Office Operations Supp
- ortOversee essential office needs such as supplies, maintenance coordination, vendor communications, file organization, and mail handli
- ng.Negotiate office related contracts and ensure vendors meet budget, compliance, and service standar
- ds.Maintain seasonal office décor and create a welcoming, functional environment for employees and gues
- ts.Collaborate with the facilities team and others to ensure smooth daily operations, aligning initiatives with budget and sustainability goals while supporting a safe, well-maintained, and environmentally responsible workpla
- ce.Assist in meeting setups, including room arrangements, meals, and technical nee
- ds.Collaborate with HR to support onboarding by integrating new employees into office culture and encouraging participation in internal even
- ts.Order sympathy and other gifts on behalf of the compa
- ny.Answer and direct incoming calls with professionalism and warmth, ensuring a positive first impression for callers and smooth communication flow across the busine
- ss.Serve as a friendly, go-to resource for employe
es.Executive & Administrative Supp
- ortAct as a trusted point of support for the C-suite, assisting with ad hoc administrative tasks and confidential matters as need
**ed.
EDUCATION/CERTIFICA**
- TIONBachelor's degree preferred in Hospitality, Communications, Business Administration, or related f
- ieldEvent planning or project management certification is a
**plus
JOB QUALIFIC**
- ATONSProven experience planning and executing successful corporate e
- ventsStrong organizational and multitasking skills with high attention to d
- etailTrusted team member, consistently maintaining confidentiality as a top pri
- orityExcellent interpersonal and written communication s
- killsAbility to work both independently and collaborat
- ivelyFriendly, energetic personality and a solutions-oriented mi
- ndsetComfortable managing multiple priorities and jumping in where n
**eeded
YEARS' EXPE**
- RIENCE8+ years of professional experience, ideally in event coordination, office management, or executive s
- upportExperience supporting senior leadership or working in a fast-paced office environment pre
**ferred
TECHNOLOGY/SOFTWARE KN**
- OWLEDGEProficient with Microsoft
- OfficeGoogle Wo
- rkspaceEvent tools like Eventbrite o
**r Canva
REQUIRE**
- D T
**RAVEL10%
PHYSICAL REQ**
- UIREMENTSExerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the hu
- man body.The individual is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer screen and extensive reading. The individual in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. The individual must be able to remain in a stationary position 70% of
the time.
