Conference and Events Coordinator

Mission Mobile Medical is growing fast—and we’re looking for a Conference and Events Coordinator who is passionate about people, organization, and creating exceptional experiences. This role oversees all aspects of our presence at industry conferences and trade shows, while also supporting VIP guest visits and executive travel related to events. This role ensures flawless execution of conference logistics, maximizes ROI from event participation, and provides operational support for high-visibility company engagements.

 

Time Allocation:

• 70% Conference & Trade Show Management (Sales & Marketing focus)

• 20% VIP Guest Coordination & Executive Conference Support

• 10% Cross-functional coordination and expense processing 

 

General  

As a Conference and Events Coordinator, you will:  

 

Conference & Trade Show Management (70% of time allocation)

• Partner with Sales, Marketing, and Business Development to identify high-value conferences
• Maintain the annual conference calendar, deadlines, and budget tracking
• Manage attendee registration and secure travel and lodging for internal participants
• Plan and facilitate all pre-conference logistics meetings
• Coordinate exhibit booth components, materials, and promotional items
• Oversee all shipping logistics for exhibits, materials, and returns
• Maintain exhibit inventory and ensure all materials remain event-ready
• Manage association and partner relationships within the CRM
• Partner with exhibit services, shipping vendors, and conference organizers
• Process conference-related invoices and expenses; maintain accurate budget alignment
• Submit weekly expense reports with documentation
• Complete post-event logistics, expense, and ROI reports within 5 business days
• Track conference lead metrics with Sales/Marketing
• Document best practices and maintain the comprehensive conference playbook.

 

VIP Guest Coordination & Executive Conference Support (30% of time allocation)

• Arrange flights, hotels, and transportation for executive guests and VIP visitors
• Coordinate catering, meeting space, and on-site hosting needs for VIP visits
• Prepare visit agendas in collaboration with the CEO, CFO, CRO, and Business Development
• Ensure a seamless guest experience from arrival to departure
• Book travel and accommodations for the CEO, CFO, and CRO for conference participation
• Build detailed itineraries including meeting schedules and logistics
• Manage travel changes, cancellations, and emergency adjustments
• Process expense reports for conference-related spending and VIP visits
• Support processing of executive expense reports related to conferences and guest hosting

 

 

Qualifications & Requirements  

• Values: Value all people and have a desire to be a Servant Leader  
• Attitude: Embrace our culture and our SERVICE values  
• Education: Bachelor’s degree or equivalent experience required 
• Experience:   
• 2–4 years of experience in event planning, conference management, hospitality coordination, or executive support
• Proven experience managing trade show or conference logistics
• Experience with project management tools (Asana, Smartsheet, or similar)
• Budget tracking and expense reporting experience
• Preferred: CRM experience (Salesforce, HubSpot), healthcare industry background, or experience coordinating executive/VIP travel
• Preferred: Vendor negotiation experience
• Performance: Able and willing to provide world-class service to all stakeholders  

 

Talents & Abilities  

• Demonstrated strong communication, organization, problem‑solving, and teamwork skills
• Exceptional professional presence and ability to communicate effectively with executives, VIP guests, and external partners
• Ability to anticipate needs, proactively solve problems, and stay calm under pressure.

• Thrives in a fast-paced environment with shifting priorities while maintaining meticulous attention to detail
• Proficiency in Microsoft Office (Outlook, Teams, OneDrive, SharePoint).
• Strong familiarity with project management tools and workflow organization.
• Ability to lift and carry materials weighing 15+ lbs throughout the workday.
• Comfortable standing, bending, and moving for extended periods in a fast-paced environment.
• Strong awareness of safety protocols and commitment to maintaining a safe workspace.

 

Our Every-Day SERVICE Values   

We live by our SERVICE values: Speed, Extraordinary Effort, Results, Valuing People, Integrity, Creativity, and Entertain always.  

 

Work Environment  

• Manufacturing OR
• Office environment - 100% onsite

 

Salary & Benefits  

1. 80 PTO hours available after the first 60 days of service  
2. Medical insurance – 100% employer contribution, participating plans  
3. $10K Life insurance – 100% employer contribution  
4. Dental/Vision – employee contribution  
5. 401K – 120 days eligibility is fully vested with up to a 4% match  
6. Weekly payday, every Friday  
7. Quarterly profit sharing, up to 20% of annual wages 
8. We are committed to fair and equitable compensation practices. Offers are based on experience, qualifications, and internal equity. Starting salary – $60,000 - $70,000 annually   

 

Equal Opportunity  

Mission Mobile Medical is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status.   

 

About Mission Mobile Medical  

Mission Mobile Medical is a forward-thinking and fast-paced company redefining the mobile medical market. At Mission Mobile we intentionally value people, we believe in people, and we unconditionally love people. As a B-Corp, leveraging open-book management philosophies, we do not just say we are different; we are different. If you want to join a high-performance team and do important work serving the world in the healthcare industry in a unique way, Mission Mobile Medical is the team for you.   

Mission Mobile Medical is committed to creating and maintaining a workplace where all employees can participate and contribute to the success of the business and are valued for their skills, experience, and unique perspectives. This commitment is embodied in who we are, why we’re here, what we do, and of course, how we do it.