Conference Operations Coordinator

Job Description

Job Description

Description:

ABOUT VITICUS GROUP

At Viticus Group, we are more than just an organization — we are a community of innovators, educators, and professionals dedicated to advancing science, medicine, and education. Based in Las Vegas, we provide hands-on continuing education courses, conferences, and training programs that connect experts from around the world with the latest advancements in research, technology, and practical application. Our mission is to bridge the gap between cutting-edge science and real-world practice, empowering professionals to take what they learn and apply it in meaningful ways that improve lives, industries, and communities. Are you someone who loves science, thrives on learning, and gets inspired by innovation? Join us as we teach and share the discoveries that drive progress — because at Viticus Group, education fuels innovation.

JOB SUMMARY

The Conference Operations Coordinator – Housing is responsible for supporting the Operations Department with successfully organizing Viticus Group events. This position will support the Operations Team with several administrative duties. This position requires the ability to work flexible hours according to business needs to include evenings and weekends, if necessary.

EDUCATION, EXPERIENCE SKILLS & ABILITIES

EDUCATION

• Bachelor’s degree in Hospitality, Event Management, Business Administration, or a related field preferred.

EXPERIENCE

• 3–5 years of experience in event planning, conferences, or tradeshows.
• Non-profit or association experience highly desirable.
• Experience working in a fast-paced environment with multiple priorities and deadlines.
• Proven experience supporting cross-functional teams and external partners.
• Demonstrated success in customer service and client relationship management.

SKILLS & ABILITIES

Organization & Time Management

• Highly organized and detail-oriented.
• Excellent time management and prioritization skills.
• Ability to work independently while managing multiple priorities.

Communication

• Excellent verbal and written communication skills.
• Advanced ability to read and interpret written information.
• Writes clearly and informatively; edits work for spelling and grammar.
• Speaks clearly and persuasively in positive or negative situations.
• Listens and seeks clarification; responds well to questions.
• Demonstrates strong group presentation skills and active meeting participation.

Technical Proficiency

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Interpersonal Skills

• Strong customer service orientation with a positive attitude.
• Ability to work effectively within a team environment.
• Demonstrates sound judgment, decision-making, and problem-solving skills.
• Capability to establish appropriate professional boundaries while developing supportive relationships with staff and board members.

Professionalism & Alignment with Mission

• Fully embraces, embodies, and upholds the organizational Mission and Vision.
• Ensures strong collaborative relationships internally and externally to enhance service quality.
• Represents the organization positively with all stakeholders, treating others with respect and dignity.
• Demonstrates passion, compassion, and professionalism at all times.

Additional Requirements

• Availability to work 12 months per year.
• Flexibility to work evenings and weekends as required by business needs.
• Ability to travel for conference dates.
• Ability to educate and engage a variety of stakeholders through both formal and informal presentations.
• Interest in learning organizational practices and culture to support continuous improvement.

JOB SPECIFIC DUTIES

• Coordinate services offered at all Annual Conferences and large year-round campus events.
• Coordination and management of third- party vendors.
• Speaker/BOD/Staff housing administrative assistance for Annual Conferences, as well as year- round events held at the campuses.
• Coordinate Annual Conferences shipping from Eastern Campus to Conference locations.
• Transportation Coordination of Annual Conferences and campus events that Operations team oversees.
• Coordinate event information for specific conference duties such as Badge Ribbons, Interpreters, Luggage storage, MPO Offices, Room Drops.
• Review and reconcile invoices that pertain to Annual Conferences and Operation campus events.
• Assure accuracy of annual conferences Functions orders including meeting sets, AV, F&B, IT and vendor information.
• Provide logistical support to include venue and event layouts, AV needs, planning special events, on-site event management (including logistics meetings, momentus orders) and post program invoice review.
• Assist with organizing signage order and receiving approval on signage proofs from various departments.
• Adhere to company budgets.
• Contribute and research fresh activation ideas for partners.

Viticus Group is an equal opportunity employer and will not discriminate in recruiting, hiring, training, promotion, transfer, discharge, compensation or any other term or condition of employment on the basis of race, religion, color, age, sex, national origin, gender, or on the basis of disability if the employee can perform the essential functions of the job, with a reasonable accommodation if necessary.

WHY YOU WILL LOVE WORKING HERE

We offer a vibrant and supportive work environment where your contributions are highly valued, and your professional growth is our priority. You will have the opportunity to work on impactful projects, develop your expertise in Veterinary & Human Health education, and make meaningful contributions to the field. At Viticus Group, we are committed to fostering a culture of excellence, collaboration, and innovation. We believe in work-life balance and infuse our professional ethos with fun through team outings, friendly contests, and shared lunches. Joining Viticus Group means becoming part of a dynamic and supportive community where your efforts are not only recognized, but celebrated.

PERKS & BENEFITS

• Competitive & Transparent Salary – Know what you’re worth and be paid fairly for it.
• Comprehensive Benefits for Full-Time Employees – Medical, Dental, Vision, Short & Long-Term Disability, and Life Insurance are 100% employer-paid for eligible full-time team members.
• 401(k) with 3% Company Match (Full-Time Employees) – Invest in your future with our retirement savings plan.
• Supportive & Collaborative Work Culture – Be part of a mission-driven team that values connection, communication, and kindness.
• Ongoing Professional Development – From workshops to conferences, we support continuous learning and career growth (for eligible roles).
• Wellness Programs – Access wellness resources and incentives designed to support your mental and physical well-being.
• Employee Recognition & Appreciation Events – We celebrate wins—big and small—throughout the year!
• Unique Industry Impact – Make a meaningful difference in veterinary medicine and animal health.
• Work-Life Balance – We value your time with predictable scheduling and occasional flexibility based on role and business needs.
• Fun Workplace Culture – Holiday contests, team lunches, and just enough quirks to make work more enjoyable.

PHYSICAL REQUIREMENTS

Viticus Group is committed to principles of equal opportunities for all employees. The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws.

General Requirements

• Ability to sit, use hands and fingers, talk or hear, and smell continually.
• Ability to stand, walk, and reach frequently.
• Ability to climb or balance, stoop, kneel, or crouch occasionally.

Lifting and Carrying

• Ability to frequently lift and carry up to 10 lbs.
• Ability to occasionally lift and carry up to 50 lbs.

Vision and Hearing

• Close vision required to see computer monitors, read documents, and operate copy and fax machines.
• Distance vision is required to drive an automobile if driving is a requirement of the job.

Work Environment

• Work environment is indoors and climate-controlled.
• Occasionally exposed to outdoor weather conditions.
• Moderate noise levels as found in a business office with computer printers, households with TVs and dishwashers, and driving in light traffic.