Meeting & Event Planner

Healthtrackrx - Denton, TX

Full-time - Mid Level

Denton, TX

Ambulatory Health Care Services

About the position

HealthTrackRx is seeking a dedicated Meeting and Event Planner to join our team. As the nation's leading PCR-based infectious disease laboratory, we pride ourselves on delivering next morning results to healthcare providers nationwide. This role is crucial as we continue to grow and expand our services. The Meeting and Event Planner will be responsible for planning, coordinating, and executing a variety of internal meetings and events across the organization. This includes managing all aspects of event planning, from the initial conceptualization and budget management to vendor coordination and on-site execution. In this position, you will work closely with internal clients to understand their vision for events, negotiate with vendors, and ensure the successful delivery of events that meet organizational objectives. You will coordinate logistics for a wide range of internal events, including team meetings, executive retreats, training workshops, company-wide events, and employee recognition events. Your role will involve managing end-to-end event logistics, including venue selection, catering, AV setup, transportation, and event materials, ensuring that all aspects align with our branding and objectives. As the primary point of contact for event-related inquiries, you will collaborate with internal teams, department heads, and leadership to define event goals and desired outcomes. You will also be responsible for sourcing and negotiating with vendors to secure quality services at competitive prices, managing contracts, and maintaining relationships with external suppliers. Additionally, you will develop and maintain event budgets, track expenses, and manage financial reporting related to events. Your attention to detail will be critical as you oversee logistical details, registration processes, seating arrangements, and ensure smooth on-site execution or virtual facilitation of events. After each event, you will collect feedback from attendees and analyze success metrics to provide recommendations for future improvements.

Responsibilities

• Coordinate logistics for a wide range of internal events, including team meetings, executive retreats, training workshops, and employee recognition events.
• Manage end-to-end event logistics, including venue selection, catering, AV setup, transportation, and event materials.
• Ensure all event aspects align with organizational objectives and branding.
• Work closely with internal teams, department heads, and leadership to define event goals and desired outcomes.
• Serve as the primary point of contact for event-related inquiries and coordination efforts between internal stakeholders.
• Source and negotiate with vendors to ensure quality services at competitive pricing.
• Manage contracts and relationships with external suppliers to ensure service delivery according to agreed-upon standards.
• Develop and maintain event budgets, ensuring cost-effective decisions while delivering high-quality experiences.
• Track expenses and manage event-related financial reporting.
• Oversee all logistical details, including event timelines, registration processes, seating arrangements, and coordination of internal staff.
• Ensure smooth on-site execution or virtual event facilitation, including troubleshooting and addressing last-minute issues.
• Create and distribute event communications such as invitations, agendas, and post-event surveys.
• Partner with internal communications teams to promote events and ensure all employees are informed and engaged.
• Collect feedback from attendees through surveys or other tools and create post-event reports.
• Analyze event success metrics and provide recommendations for improvements in future events.

Requirements

• Bachelor's degree in Event Management, Hospitality, Communications, or a related field.
• 3-5 years of experience in meeting/event planning, with a focus on internal corporate events.
• Strong project management and organizational skills with the ability to handle complex logistics.
• Excellent interpersonal and communication skills, both written and verbal.
• Budget management experience, with a focus on cost control without compromising quality.
• Vendor negotiation and contract management experience.
• Proficiency in virtual meeting platforms (e.g., Zoom, Microsoft Teams) and event management software.
• Problem-solving mindset and ability to thrive in a fast-paced environment.
• Proven ability to manage multiple events simultaneously while maintaining high attention to detail.
• Experience working in a corporate setting with C-suite or executive-level events.

Nice-to-haves

• CMP (Certified Meeting Professional) or other relevant event planning certifications.