Special Events Coordinator

Position Mission

The Special Events Coordinator will help plan and execute events that support regional and corporate strategies.

Qualifications

• 2-years of experience with event planning and coordinating large complex events.
• Must be dependable with respect to attendance and punctuality, reliable, detail-oriented, able to multi-task, high energy, and must possess strong technology skills with standard software, including Microsoft Word, Excel and Power Point (other program or computer technical skills a plus)
• Excellent written and interpersonal and oral communication skills.
• Ability to complete multiple tasks with established deadlines.
• Must be able to utilize independent judgement.
• Must take pride in providing high quality, detailed work.
• Must be able to stay calm under pressure and provide excellent customer service.
• Ability to follow detailed directions.
• Must be available to commit to working 16-hour days during assigned events.
• Must be able to travel and have a valid driver's license.
• Team player with a positive attitude and desire to make a difference.
• Excellent communication and listening skills.
• Must be able to maintain confidentiality.

Responsibilities

Corporate Event and Conference Planning

• Assists with the execution of meetings both live and virtual, conferences and special events for the company that are directly assigned to the Events Management unit.
• Manages with detail and executes the day today tasks associated with each event from setup to breakdown including: set up, collateral materials, vendor coordination, registration, audio visual, transportation and gifts.
• Assists with ensuring that all event related contracts are within legal department guidelines and in the company's best interests.
• Assists with collecting and calculating post event feedback from event attendees via surveys.
• Manages the Event Managements Unit inventory and responsible for providing inventory tracking and ordering inventory.
• Researches event venues as directed.
• Assists with the logistics of exhibit space for national conferences and regional tradeshows.
• Create event collateral, including: confirmation folders and meeting folders.
• Coordinate event logistics with venues, vendors, internal staff, external partners and stakeholders.
• Provide event support and event resources for internal departments.

General Administrative Support

• Maintains the event schedule for the Meetings Management Unit.
• Provides administrative support, responsible for the administrative tasks associated with each event.
• Data entry and detailed logging of event meetings including taking and maintaining meeting minutes.
• Organizes and maintains office and electronic files and the Events Management space on TDC Connect.
• Generates reports, lists and spreadsheets with efficiency.
• Ongoing meeting setup including meeting scheduling and video conferencing.
• Assists in coordinating / scheduling department events.
• Attends meetings as requested. Records and produces meeting minutes.
• Assures appropriate materials are received and distributed for meetings and department events.
• Maintains availability and organization of key documents, presentations, and materials related to the Events Management Unit.

Financial Management

• Assists with budget tracking.
• Supports budget reconciliation and planning.
• Responsible for processing invoices.
• Adheres to annual budget when submitting payment requests and tracks payment requests.

Customer Service

• Maintain professional and effective working relationships with employees at all levels of the organization.
• Maintain professional and effective relationships with vendors and external customers.
• Collaborate and work cross-functionally with various departments within the organization.
• Represent the organization positively with high level of professionalism and customer service at all events.
• Resolves complaints within scope of authority, otherwise refers the matter to upper management.

Tradeshow and Conference Planning

• Administers contracts for conferences assigned to the Events Management team.
• Works with headquarters and regions to determine staffing at conferences.
• Manages logistics of exhibit space for conferences, booth setup process and materials.

Learning, Development & Compliance

• Maintain full compliance with all organizational policies, procedures, and established standards (e.g. accurately recording time worked, Submitting PTO, mandatory corporate training)
• Keep technical knowledge and skills current to effectively support department priorities.
• Complete all performance and development activities including the performance review process in a timely manner.
• Fulfill all required training and development obligations to maintain essential skills and credentials.
• Complete all mandatory compliance courses on time, meeting corporate training standards.
• Pursue additional learning opportunities that strengthen professional capabilities and contribute to team and organizational performance, with prior manager approval.

Other Duties as Assigned

• Support enterprise and departmental objectives by taking on assigned projects and delegated tasks with accountability, attention to detail, and timely execution.
• Identify and implement process improvements that enhance business efficiency and strengthen organizational effectiveness.
• Proactively provide regular updates to leadership on project status, deliverables, and outcomes.
• Maintain flexibility and agility to take on additional responsibilities as organizational needs evolve.

Salary Range : $50,291 - 69,654

This position is eligible for participation in the Company's Short-Term Incentive Plan (STIP), offering additional compensation driven by individual and company performance.


Compensation is determined based on factors such as skills, experience, education, and market considerations. We consider factors such as specialized skills, depth of knowledge in the field, and educational background to ensure fair and competitive pay. Salary may also include additional geographic differential for employees working in higher-cost labor markets, including states such as New York and California. While the posted range reflects our anticipated hiring range, we remain open to considering candidates with exceptional qualifications, specialized expertise, or directly relevant experience that may warrant compensation outside of that range.

Benefits

We offer competitive compensation, incentive bonus plans, outstanding career opportunities, an exceptional work environment, and an impressive benefits package, which starts with medical, family and bereavement leave; same-sex domestic partner benefits; short- and long-term disability programs; and an employee assistance program. There's more:

• Health, dental, and vision insurance
• Health care tax-free spending accounts with a company match
• 401(k) and Roth IRA with company match, as well as catch-up plans for both
• Vacation days, sick days, and paid personal days each calendar year (with vacation increases based on length of service)
• Paid holidays each calendar year
• Life and travel insurance
• Tax-free commuter benefits
• In-person and online learning opportunities
• Cross-function career opportunities
• Business casual work environment
• Time off to volunteer
• Matching donations to qualifying nonprofit organizations
• Company-sponsored participation at non-profit events

About The Doctors Company

The Doctors Company is the nation's largest physician-owned medical malpractice insurer. Founded and led by physicians, we are committed to advancing, protecting, and rewarding the practice of good medicine.

The Doctors Company is proud to be Certified™ by Great Place to Work®.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.