Healthcare Meeting & Events Operations Coordinator

Vision2Voice Healthcare Communications; Omaha (NE); On-site; USD 50,000 - 55,000; Full time

Job summary

Vision2Voice, Inc. is seeking a Coordinator, Meeting & Event Operations to join our Client Services team in either Chicago, IL or Omaha, NE. The role focuses on managing meetings and events from site search through execution, reconciliation and attendee spend reporting.

You will work closely with internal and client stakeholders, hotels, vendors and travel partners to deliver high-quality meetings that align with company policies while maintaining budget compliance.

Qualifications

• BA/BS in Meeting Planning or Business required or preferred.
• Pharmaceutical or medical education industry knowledge is a plus.

Responsibilities

• Collaborate with program management staff to manage the overall logistics of meetings.
• Coordinate preparation and distribution of participant, faculty, and client logistics correspondence.
• Coordinate travel arrangements and partner with approved travel agencies as needed.
• Coordinate hotel arrangements, meeting space, F&B orders, audiovisual services, ground transportation, and other logistics.
• Negotiate cost-effective arrangements on behalf of the client.
• Assist with sourcing venues, review contracts and related documentation.
• Ensure that all contractual obligations are met and meetings comply with industry regulations.
• Assist in health care provider spend reporting by identifying per person expenses in reconciliation process.
• Process invoices, reconcile expenses and maintain accurate financial records for meetings.
• Maintain compliance with company policies and industry guidelines.
• Coordinate the selection, ordering and tracking of meeting materials ensuring timely arrival and destination.

Skills

Communication

Organization

AV knowledge

Teamwork

Problem solving

Education

BA/BS in Meeting Planning or Business

Job description

Vision2Voice, Inc. is seeking a Coordinator, Meeting & Event Operations to join our Client Services team in either Chicago, IL or Omaha, NE. The role focuses on managing meetings and events from site search through execution, reconciliation and attendee spend reporting.

You will work closely with internal and client stakeholders, hotels, vendors and travel partners to deliver high-quality meetings that align with company policies while maintaining budget compliance.