Job Title: Meetings and Events Coordinator

Location: U.S. Based Remote

About: National Veterinary Associates is one of the largest and most respected communities of veterinary hospitals in the world, operating nearly 1,000 hospitals in North America, including in all 50 states, and caring for 8,000,000+ animals annually. NVA is backed by JAB Holding, a leading private equity firm. Each person who joins NVA is motivated by our mission to provide excellent, accessible care to improve the lives of animals and the people who love them. NVA has been extremely successful over its 25+ year history and we’re very excited about our next chapter as we work toward our shared vision of revolutionizing the pet care experience to provide more fulfilling lives for pets, their companions, and our team.

Do you love animals and the people who love them? Are you passionate about joining an organization with a clear and inspired purpose? Make your love of pets into a meaningful career! NVA is seeking a Meetings and Events Coordinator for a 36-month contract to organize, coordinate, and execute a range of team events and meetings.

Position Overview: As the Meetings and Events Coordinator, you will oversee all aspects of event planning and execution, ensuring each event runs seamlessly, on time, and within budget. This role will collaborate with various teams across the organization to support impactful events, from logistics and budgeting to on-site coordination.

Core Competencies:

1. Event Planning & Execution

• Demonstrates exceptional organizational skills to manage events of varying scales, ensuring alignment with objectives and timelines.
• Coordinates all event logistics, including venue selection, scheduling, catering, AV needs, and transportation.

·         Ensures all event elements align with objectives, budgets, and timelines for a seamless experience.

2. Communication & Stakeholder Management

• Communicates event details, updates, and requirements to internal teams and external vendors, maintaining clear lines of communication.
• Builds strong relationships with partners and suppliers, clarifying expectations and ensuring smooth execution.
• Demonstrates professionalism in addressing last-minute changes or challenges, providing clear, solution-focused communication.

3. Attention to Detail & Problem Solving

• Pays close attention to all event elements, from contracts to guest lists, to avoid errors and oversights.
• Anticipates potential challenges and develops contingency plans, maintaining a solutions-oriented approach on-site.
• Ensures event assets, such as booths and promotional items, are well-maintained and prepared for each event.
  
  

4. Budget Management & Cost Efficiency

• Manages event budgets, making cost-effective decisions to stay within budget without compromising quality.
• Negotiates favorable terms with vendors to maximize value and quality.
• Monitors expenses, identifies savings opportunities and ensures budget adherence through careful financial tracking.

Qualifications:

• 3+ years of experience in event planning or coordination.
• Proficient in webcast/webinar and virtual event software, including online registration tools.
• Experience in trade shows or event coordination is preferred, as well as experience working with cross-functional teams.

Ideal Traits:

• Enthusiastic, positive, adaptable, and solutions-oriented.
• Self-motivated with a hands-on approach to managing projects and meeting deadlines.
• Ability to travel up to 20% of the time and work occasional evenings/weekends for events.

Compensation:

• $90,000 - $100,000 Competitive salary with comprehensive benefits, including medical, dental, vision, and vacation entitlement.