Wellness Event Coordinator
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Job Description
Wellness Event Coordinator planning, coordinating, and executing events for WellnessIQ across virtual and onsite formats. Ensuring seamless event experiences through effective management of logistics and stakeholder communication.
Responsibilities:
- Plan and coordinate client virtual, hybrid, and onsite events from concept through execution
- Develop event timelines, run-of-show documents, and task lists
- Coordinate schedules, speakers, presenters, and internal teams with client vendor partners and WIQ partners
- Manage virtual event platforms (e.g., Zoom, Teams, and other potential platforms)
- Conduct tech checks and rehearsals with speakers and attendees
- Monitor live virtual events, troubleshoot issues, and ensure smooth delivery
- Coordinate venue logistics, room setups, audiovisual needs, and catering
- Act as the main point of contact during onsite events
- Oversee event setup, registration, and breakdown
- Oversee marketing efforts before and during the live onsite event
- Serve as a customer-facing representative for attendees, speakers, and partners
- Respond to inquiries professionally and promptly
- Ensure a positive, inclusive, and well-organized event experience
- Liaise with vendors, venues, service providers and brokers
- Provide current client Wellness Strategy Managers with weekly event updates for awareness
- Track deliverables, contracts, and event-related materials
- Deliver post-event engagement report and wrap-up, collect employee, employer and vendor feedback
- Identify opportunities for improvement and share insights with the team
Requirements:
- College Degree Preferred
- 2+ years of Event Planning, Wellness, Customer Service, or related experience, or any combination of education, experience and training that provides knowledge and abilities to perform the job.
- Passion for Health and Wellbeing
- Experience coordinating virtual and/or onsite events (professional or volunteer) - 2+ years preferred
- Experience with hybrid events preferred
- Familiarity with event management software preferred
- Insurance brokerage experience specifically in employee benefits preferred
- Strong organizational and time-management skills
- Excellent written and verbal communication skills
- Comfortable using event platforms, scheduling tools, and basic AV technology
- Ability to remain calm and solutions-focused under pressure
- Comfortable working autonomously and proactively requesting support when appropriate
- Customer-service mindset with strong attention to detail
- Ability to multitask and adapt to changing priorities
- Ability to respond professionally and accurately to requests received from a variety of clients, vendor partners and brokers.
Benefits:
- Bonus eligible
- Remote role
- Cell phone stipend
- Generous PTO and Holiday policy including time off to volunteer, summer Fridays, and more
- Access to our portfolio of wellness platforms with rewards
- Medical
- Dental
- Vision
- 401k
- Company paid life insurance, STD, and LTD
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