Conference Logistics Coordinator

Azara Healthcare is seeking a highly organized and detail-oriented Conference Logistics Coordinator to manage and execute event logistics for a variety of regional and national conferences. This role is critical in ensuring seamless event participation, including coordinating contracting, staffing, and logistics. The ideal candidate will be a highly organized, proactive problem solver with excellent communication skills and a strong ability to manage multiple priorities.

Skills:

• Highly organized self-starter with the ability to work independently and take initiative
• Detail-oriented with experience in event management and logistics
• Experience working with show managers and shipping partners
• Excellent written and verbal communication skills
• Enthusiastic team player with the ability to navigate cross-functionally with remote stakeholders

Software/Tools:

• Microsoft Office (Word, PPT, Excel)
• Stova/event management software familiarity

Tasks & Duties:

Regional & National Events

• Coordinate participation (contracting, payment, registration) for 90+ regional and national events
• Maintain conference calendar and communicate with internal stakeholders on participation levels for each event
• Serve as the internal point of contact for all conference participation and logistical coordination
• Manage logistics, shipping, and tracking of materials for all events
• Order all materials for conference participation (electrical, material handling, booth materials)
• Order and manage giveaways, brochures, signage, and other conference materials
• Maintain and track conference calendar and relevant event documentation

User Conference Operations

• Order and track attendee giveaways, staff shirts
• Update conference app content
• Work with the Event Manager to oversee registrations, payments, and refunds
• Run attendee and hotel pick-up reports
• Oversee attendee housing and coordinate with hotel contacts
• Act as the point of contact for answering attendee questions and providing help
• Assist with registration, badges, signage, and attendee questions during the conference

Internal Events Management

• Coordinate logistics, catering and offsite events for all internal company meetings (4/year)
• Act as the main point of contact for employees and vendors regarding internal event logistics

Qualifications:

• BA/BS degree in Event Management, Communication, or a related field preferred
• 2+ years of experience in conference or event coordination
• Demonstrated ability to coordinate, prioritize, and handle multiple projects simultaneously
• Skilled at managing detailed shipping and conference logistics and working with event management/show decorators
• Must be dependable, highly organized, self-motivated, and detail-oriented
• Flexibility to accommodate a constantly changing environment

Azara offers a full suite of medical plans, 401(k) plan, 7 company holidays, 3 floating holidays, 4 weeks of paid vacation time and other benefits in addition to a competitive salary. If you are interested in applying for any of the Azara career opportunities, please send a cover letter and resume to careers@azarahealthcare.com.