After-Hours Meeting Coordinator | Logistics & Support

Health & Wellness Partners, LLC; Northern (KY); Hybrid; USD 55,000 - 65,000; Full time

Benefits offered by this job

Medical benefits

Dental & Vision

401k with company match

PTO with holidays

On-site gym

Employee Assistance Program

Remote/Hybrid options

Comp time for weekend work

Cell-phone stipend

Job summary

Health & Wellness Partners, LLC (HWP) is seeking a Meeting Coordinator (after hours) to join the Meeting Planning team. You’ll serve as the primary after-hours contact for speaker programs, provide real-time support, and ensure smooth logistics for evening events (4:00 PM–11:00 PM ET).

The role requires 2+ years in the industry, flexibility for after-hours, and proficiency with Microsoft Office and Adobe Acrobat.

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

Interpersonal skills

Communication skills

Multitasking

Time management

Problem solving

Conflict resolution

Team player

Responsive

Solutions oriented

Tools

Microsoft Office

Adobe Acrobat

Job description

Health & Wellness Partners, LLC (HWP) is seeking a Meeting Coordinator (after hours) to join the Meeting Planning team. You’ll serve as the primary after-hours contact for speaker programs, provide real-time support, and ensure smooth logistics for evening events (4:00 PM–11:00 PM ET).

The role requires 2+ years in the industry, flexibility for after-hours, and proficiency with Microsoft Office and Adobe Acrobat.