Wellness Event Coordinator

WellnessIQ•Independence, OH

1d•Hybrid

About The Position

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.

Requirements

College Degree Preferred
1+ years of Customer Service, Wellness, Employee Benefits, 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)
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
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.
Data knowledge and experience preferred (Microsoft Access, FTP uploads, and eligibility files)
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
Combination of remote, onsite, and event-day work
Climate controlled open office environment
Ability to travel or work flexible hours as required by events
Adaptable to working within the client’s operating environment

Nice To Haves

Experience with hybrid events preferred
Familiarity with event management software preferred
Insurance brokerage experience specifically in employee benefits preferred
Salesforce.com experience preferred

Responsibilities

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
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
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
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
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
Deliver post-event engagement report and wrap-up, collect employee, employer and vendor feedback
Identify opportunities for improvement and share insights with the team

Benefits

Full-time, exempt
Salary based on related experience
Bonus eligible
Hybrid 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