Meeting Coordinator (After Hours)

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

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Why Join the HWP Group?

Health & Wellness Partners, LLC (HWP), is a medical and scientific communications agency that collaborates with life science industry stakeholders to develop award-winning solutions that advance patient care and transforms scientific content into compelling live and virtual user experiences through digital platforms, congress engagement, and more. We bring clients, providers, and patients outstanding educational programming paired with innovative digital and interactive dissemination vehicles.

We are committed to making a difference in health care and in the lives of our team members. We aim to provide every employee with a job they love in a culture focused on career growth, well-being, and community outreach. We have been recognized as both an MM+M Best Place to Work and an Inc. Best Workplace.

We’re looking to add a Meeting Coordinator (after hours) to our Meeting Planning team to work on an after-hours schedule. The Meeting Coordinator acts as the primary point of contact for field representatives, healthcare professional (HCP) speakers, vendors, and internal stakeholders during evening hours. The Meeting Coordinator provides real-time issue resolution, program quality control, travel monitoring, and logistical support. This position plays a critical role in maintaining exceptional customer service, operational excellence, and business continuity across all time zones. Responsibilities align closely with the core Meeting Planning function, including program logistics, speaker communications, compliance, and after-hours escalations requiring resolution.

What You’ll Do

• 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

What You’ll Have

• 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

What We Offer

• Immediate eligibility for all benefits, including medical, dental, vision, group term life, short-term and long-term disability
• Benefits 100% company paid
• 401k plan employer matching contributions
• Eligibility for company sponsored incentive plans
• Generous PTO, including a week off in December for the holidays
• On-site gym and other employee wellness initiatives
• Employee Assistance Program
• Comp pay or comp time for onsite weekend work
• Availability of cell-phone stipends, based on business need
• Leadership development training program and other career development programs
• Remote and hybrid work schedule options
• Office locations in Upper Saddle River NJ (HQ), Red Bank NJ, and San Diego CA
• Salary range: $55,000 – $65,000 annually. Note: Actual salary will depend on background and experience.

M/F/D/V

Please note, we will only respond to candidates we deem qualified