Wellness Event Coordinator at WellnessIQ in Phoenix, AZ

Position Summary:

The Wellness Event Coordinator is responsible for planning, coordinating, and executing engaging onsite and virtual events across both digital and in-person formats. This role ensures seamless event experiences by managing logistics, technology, vendors, and stakeholders before, during, and after each event. The ideal candidate is highly organized, customer-focused, and comfortable juggling multiple details in fast-paced environments.

KEY RESPONSIBILITIES:

• Event Planning & Coordination
• • Plan and coordinate client virtual, hybrid, and onsite events from concept through execution
  • Develop event timelines, run-of-show documents, and task lists
  • Coordinate schedules, speakers, presenters, and internal teams with client vendor partners and WIQ partners
• Virtual Event Management
• • Manage virtual event platforms (e.g., Zoom, Teams, and other potential platforms)
  • Conduct tech checks and rehearsals with speakers and attendees
  • Monitor live virtual events, troubleshoot issues, and ensure smooth delivery
• Onsite Event Management
• • Coordinate venue logistics, room setups, audiovisual needs, and catering
  • Act as the main point of contact during onsite events
  • Oversee event setup, registration, and breakdown
  • Oversee marketing efforts before and during the live onsite event
• Stakeholder & Customer Support
• • Serve as a customer-facing representative for attendees, speakers, and partners
  • Respond to inquiries professionally and promptly
  • Ensure a positive, inclusive, and well-organized event experience
• Vendor & Partner Coordination
• • Liaise with vendors, venues, service providers and brokers
  • Provide current client Wellness Strategy Managers with weekly event updates for awareness
  • Track deliverables, contracts, and event-related materials
• Post-Event Activities
• • Deliver post-event engagement report and wrap-up, collect employee, employer and vendor feedback
  • Identify opportunities for improvement and share insights with the team

JOB REQUIREMENTS & QUALIFICATIONS:

EDUCATION & EXPEREINCE:

• College Degree Preferred
• 2+ years of Event Planning, Wellness, Customer Service, or related experience, or any combination of education, experience and training that provides knowledge and abilities to perform the job.
• Passion for Health and Wellbeing
• Experience coordinating virtual and/or onsite events (professional or volunteer) - 2+ years preferred
• Experience with hybrid events preferred
• Familiarity with event management software preferred
• Insurance brokerage experience specifically in employee benefits preferred

SPECIAL SKILLS REQUIRED:

• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Comfortable using event platforms, scheduling tools, and basic AV technology
• Ability to remain calm and solutions-focused under pressure
• Comfortable working autonomously and proactively requesting support when appropriate
• Customer-service mindset with strong attention to detail
• Ability to multitask and adapt to changing priorities
• Ability to respond professionally and accurately to requests received from a variety of clients, vendor partners and brokers

COMPUTER SKILLS:

• To perform this job successfully, individuals should have knowledge of Microsoft Word, Microsoft Excel spreadsheet, Microsoft Access, Power Point design software, and Salesforce.com experience preferred.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• • Ability to sit at a computer for long periods of time and use a telephone frequently
  • Standing, walking, talking, hearing, sitting, reaching
  • Lifting up to 25 lbs. occasionally; lifting up to 10 lbs. regularly

WORKING CONDITIONS:

• Combination of remote, onsite, and event-day work
• Climate controlled open office environment
• Ability to travel up to 50% and work flexible hours as required by events
• Adaptable to working within the client’s operating environment

TRAVEL REQUIREMENTS:

• Up to 50% travel

WORK LOCATION:

• Remote - We are looking to hire ONE (1) individual located in either:
• • Remote in Phoenix, AZ
  • Remote in Boise, ID
  • Remote in Dallas, TX

COMPENSATION/BENEFITS:

• Full-time, exempt
• Salary based on location, skills, and experience
• Bonus eligible
• Remote role
• Cell phone stipend
• Generous PTO and Holiday policy including time off to volunteer, summer Fridays, and more
• Access to our portfolio of wellness platforms with rewards
• Medical
• Dental
• Vision
• 401k
• Company paid life insurance, STD, and LTD

NOTE: The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.