Trade Shows & Meetings Coordinator (East Bay Required) - Vituity Practice Management - Emeryville

Vituity • Emeryville, CA

68d • $26 - $32 • Hybrid

About The Position

The Trade Show and Meeting Coordinator supports the planning and execution of Vituity’s meetings, conferences, and trade shows. This role helps ensure every event runs smoothly by managing logistics, inventory, communication, and administrative tasks. This is a hybrid position based in the Vituity Emeryville Office, requiring in-office work atl east once a week and national travel to at least nine events per year.

Requirements

• High School Diploma or GED required.
• Minimum two years of administrative or coordination experience; three to four years preferred.
• Customer service experience preferred.
• Highly organized, detail-oriented, and adaptable, with the ability to manage multiple priorities.
• Strong written and verbal communication skills; able to collaborate effectively across teams.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Able to build and maintain positive working relationships.
• Must be able to work onsite in the Vituity Emeryville Office at least once weekly.
• Must be willing and able to travel nationally for at least nine events per year.
• Flexibility to work occasional evenings and weekends to support events; notice will be provided in advance.

Nice To Haves

• Customer service experience preferred.
• Minimum two years of administrative or coordination experience; three to four years preferred.

Responsibilities

• Coordinate logistics for meetings and trade shows, including shipping, setup, and onsite support.
• Prepare event materials such as signage, handouts, and name badges.
• Manage event inventory—track, reorder, and organize supplies and promotional items.
• Maintain packing checklists and ensure materials are prepared accurately and on time.
• Monitor the department inbox and respond promptly to event-related inquiries.
• Maintain accurate event listings and documentation on Vituity’s intranet and SharePoint.
• Track and reconcile invoices for meetings and conferences.
• Provide general administrative and onsite support to the Meetings and Events team as needed.

Benefits

• Superior health plan options
• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
• Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%
• Outstanding Paid Time Off: 3-4 weeks’ vacation, Paid holidays, Sabbatical
• Student Loan Refinancing Discounts
• Professional and Career Development Program
• EAP, travel assistance, and identify theft included
• Wellness program
• Purpose-driven culture focused on improving the lives of our patients, communities, and employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees