Events Coordinator

3 days ago

Remote, Oregon, United States Healthcare Financial Management Association Full time

Position Summary

The Events Coordinator supports the planning, coordination, and execution of HFMA's in-person and virtual events to deliver meaningful experiences that advance member value and belonging. This role ensures operational details are executed smoothly and that events reflect HFMA's mission, brand, and commitment to excellence. The ideal candidate is organized, service-oriented, and thrives in a collaborative, fast-paced environment.

Responsibilities

Event Coordination & Logistics

  • Support the planning and logistics of HFMA's events, including conferences, forums, and webinars.
  • Coordinate travel arrangements, hotel room blocks, catering, shipping, and registration details.
  • Prepare event materials such as agendas, signage, and run-of-show documents.
  • Maintain event checklists, project timelines, and post-event debrief summaries.
  • Manage executive participation logistics, including VIP coordination, schedules, and hospitality needs for HFMA leadership and key partners.
  • Manage VIP registration, travel, and on-site experience to ensure personalized and high-touch engagement.
  • Collaborate with the Director of Events to design and deliver exceptional hospitality experiences that reflect HFMA's brand and executive standards.

Speaker & Vendor Support

  • Facilitates the "Speaker Experience" process from initial outreach to post-event follow-up.
  • Schedule and facilitate speaker orientations, ensuring presenters are prepared and aligned with event goals.
  • Coordinate logistics for speakers including travel, accommodations, presentation needs, and onsite support.
  • House and track all speaker resources, presentations, and materials within the HFMA Cvent platform to ensure version control and accessibility.
  • Serve as primary point of contact for speaker communications and updates leading up to and during events.
  • Coordinate vendor deliverables, timelines, and support services in partnership with the HQ Events team.
  • Assist with sponsorship, exhibitor, and vendor coordination as assigned to ensure smooth operations across event partners.

Onsite & Virtual Support

  • Provide onsite event assistance including registration, staff coordination, and attendee support.
  • Help facilitate virtual event logistics, including platform setup, rehearsals, and technical support.
  • Ensure events meet HFMA's standards for quality, professionalism, and inclusion.

Cross-Functional Collaboration

  • Works closely with Director of Events and Senior Events Manager, Marketing, Membership, and Content teams to align event promotion and messaging.
  • Support budget tracking, invoice processing, and reporting.
  • Contribute ideas for improving efficiency, attendee engagement, and overall event experience.

Perform other duties as needed

Qualifications & Experience

  • 2-4 years in event coordination, project management, hospitality, or related field
  • Bachelor's degree or equivalent combination of education and experience.
  • Willingness to travel and work non-standard hours during events.
  • Experience with hybrid/virtual production and CE/CPE credit administration.

Critical Competencies

  • Strong organizational and project coordination skills
  • Excellent attention to detail and follow-through
  • Effective written and verbal communication skills
  • Collaborative mindset and commitment to team success
  • Ability to manage multiple priorities in a deadline-driven environment
  • Enthusiasm for continuous learning and professional development

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