After-Hours Meeting Coordinator (Hybrid/Remote)

The HWP Group (Health & Wellness Partners, LLC); United States; On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, vision

Company-paid benefits

401k matching

Generous PTO

On-site gym

Employee Assistance Program

Remote and hybrid options

Cell-phone stipend

Career development

Job summary

Health & Wellness Partners, LLC (HWP) is seeking a Meeting Coordinator to support after-hours speaker programs and logistics. You will serve as the primary contact for field representatives, healthcare professional speakers, vendors, and internal stakeholders during evening hours, ensuring smooth program execution.

The role requires 2+ years in the industry, flexibility for after-hours work (4:00 PM–11:00 PM ET), and proficiency in MS Office and Adobe Acrobat, with strong communication and

Qualifications

• 2+ years of related industry experience preferred.
• Flexibility to work an after-hours schedule.
• Proficiency in Microsoft Office Suite and Adobe Acrobat.
• Strong interpersonal and communication skills.
• Responsive and solutions-oriented.
• Strong problem-solving and conflict-resolution skills.
• Effective collaborator and team player.
• Strong multitasking and time-management skills.

Responsibilities

• Serve as the primary after-hours contact for speaker programs occurring during evening hours (4:00 PM – 11:00 PM ET)
• Assist speakers and field representatives with platform navigation and meeting readiness
• Respond to urgent speaker inquiries regarding program logistics, travel, meeting materials, and schedule changes
• Manage urgent travel changes, cancellations, delays, and itinerary adjustments
• Provide immediate assistance for speaker, attendee, moderator, and field representative inquiries
• Escalate critical issues to leadership, technology, compliance, or account teams as needed
• Ensure all support requests are documented and communicated appropriately for next-day follow-up
• Document evening activity and provide detailed updates for the following business day
• Conduct quality control reviews of programs and meeting folders to ensure all required documentation is saved in the folders and completed
• Confirm that travel details, approvals, and program materials are accurate and audit-ready prior to program execution and closeout

Skills

Microsoft Office Suite

Adobe Acrobat

Interpersonal skills

Communication

Time management

Problem solving

Conflict resolution

Team player

Job description

Health & Wellness Partners, LLC (HWP) is seeking a Meeting Coordinator to support after-hours speaker programs and logistics. You will serve as the primary contact for field representatives, healthcare professional speakers, vendors, and internal stakeholders during evening hours, ensuring smooth program execution.

The role requires 2+ years in the industry, flexibility for after-hours work (4:00 PM–11:00 PM ET), and proficiency in MS Office and Adobe Acrobat, with strong communication and