Events & Programs Specialist

The Institute for Functional Medicine; Federal Way (WA); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Dental & vision

Life insurance

Disability insurance

EAP

Vacation & sick leave

WFH stipend

401(k) match

Holidays

Training budget

Program registrations

Job summary

The Institute for Functional Medicine (IFM) is seeking an Operations – Programs & Events Coordinator to support the planning, coordination, and execution of online, cohort-based programs and in-person events. You will work closely with managers to provide administrative, project management, logistical, and technical support to ensure high-quality participant experiences.

Responsibilities include coordinating timelines, preparing agendas, tracking action items, organizing materials, managing

Qualifications

• Experience coordinating timelines, deliverables, and administrative needs.
• Experience working with internal teams, vendors, or external partners.
• Knowledge of Cvent or similar event management platform is a plus.
• Experience with Asana or similar project management platform is a plus.
• Proficient knowledge of MS Office Suite.

Responsibilities

• Coordinate the standardized execution of assigned programs and events, following established processes, timelines, and quality standards.
• Schedule planning meetings, prepare agendas, document decisions, and track action items to completion.
• Track project timelines, deliverables, and outstanding tasks, communicating risks or needs to management.
• Organize program materials, attendee communications, and technical materials.
• Coordinate vendor and logistics contracts with Contracts & Asset Compliance team, including tracking and payment.
• Provide onsite support for in-person events and attendee coordination.
• Support event technology setup, testing, and troubleshooting (badges, apps, check-in, platforms).
• Coordinate development of onsite materials (badges, signage, collateral).
• Manage packing, shipment, tracking, and return of event supplies.
• Support onsite attendee experience activities and special event elements.
• Collaborate with internal teams to align timelines and requirements.
• Communicate updates, deadlines, and risks to stakeholders.
• Participate in cross-training and knowledge sharing.
• Build and maintain relationships across departments to support delivery.

Skills

Event coordination

Organization

Time management

Communication

Initiative

Collaboration

Technical aptitude

MS Office proficiency

Cvent

Asana

Tools

MS Office Suite

Cvent

Asana

Job description

The Institute for Functional Medicine (IFM) is seeking an Operations – Programs & Events Coordinator to support the planning, coordination, and execution of online, cohort-based programs and in-person events. You will work closely with managers to provide administrative, project management, logistical, and technical support to ensure high-quality participant experiences.

Responsibilities include coordinating timelines, preparing agendas, tracking action items, organizing materials, managing