Job Details

Position Location

This is a hybrid position based out of our corporate office in Boca Raton, FL.

MDVIP Overview

MDVIP: Transforming Primary Care, One Patient at a Time

MDVIP is a national leader in personalized healthcare, empowering over 425,000 members to achieve their health and wellness goals through a network of more than 1,400 concierge primary care physicians. Our program emphasizes preventive medicine, offering comprehensive screenings, advanced diagnostics, and individualized wellness plans. Recognized as a Great Place to Work® since 2018, MDVIP is committed to excellence in patient care and employee satisfaction.

Position Summary

The Event Coordinator supports the planning and execution of MDVIP's event portfolio, with a primary focus on physician recruitment and internal-facing programs. This role is ideal for an early-career event professional who can manage assigned tasks and timelines with confidence, while partnering closely with senior event leaders to deliver high-quality experiences. Reporting to the Associate Director, Event Production and Management, you will collaborate with cross-functional internal teams and external vendors to ensure events are executed seamlessly-on time, on budget, and with exceptional attention to detail. We're looking for someone who is highly organized, proactive, and eager to grow in event marketing, with a strong appreciation for logistics, process, and the behind-the-scenes work that brings complex events to life.

Key Responsibilities

• Event Planning & Logistics Support
  • Own assigned workstreams within events, such as registration management, attendee communications, and onsite materials.
  • Coordinate travel logistics, rooming lists, and agendas for assigned events or components.
  • Maintain event timelines, task tracking, and project documentation to ensure accurate and timely execution.
  • Support venue sourcing activities, including research, availability checks, and comparative summaries.
  • Provide onsite support for events, including setup, registration, vendor coordination, and issue resolution. Maintain a calm, service-oriented presence during live events and adapt as needs change. Support end-to-end planning for in-person, virtual, and hybrid events.

• Vendor & Partner Coordination
  • Support coordination with vendors such as hotels, AV partners, transportation providers, and other event partners.
  • Manage assigned aspects of contract documentation, invoice tracking, and vendor deliverables in coordination with the Events team and Finance. Support onsite vendor coordination during events as needed.

• Registration & Attendee Experience
  • Manage event registration builds, updates, and reporting for assigned events or components.
  • Own attendee confirmations and communications.
  • Support onsite check-in and attendee experience, ensuring a professional and seamless process.

• Internal Collaboration
  • Work closely with Sales, Marketing, Clinical, and Operations teams to support event needs.
  • Assist with internal communications related to event planning milestones and logistics.
  • Support post-event wrap-up, including reporting, documentation, and feedback collection when applicable.

• Administrative & Process Support
  • Maintain accurate event files, timelines, and trackers.
  • Assist with budget tracking and expense reconciliation. Contribute to continuous improvement of event processes, templates, and tools.

Key Competencies

• Ownership & Accountability: Independently owns assigned tasks and workstreams, follows through on details, and delivers on commitments.
• Organization & Attention to Detail: Highly organized with strong attention to detail; manages multiple timelines, trackers, and deliverables simultaneously without losing accuracy.
• Communication & Professionalism: Clear, professional written and verbal communication skills; interacts confidently with internal stakeholders, attendees, vendors, and external partners.
• Problem Solving & Adaptability: Anticipates issues, flag risks early, and contributes to practical solutions, especially in live event environments where plans may change quickly.
• Collaboration & Team Orientation: Partners effectively with cross-functional teams and contributes positively to a collaborative, service-oriented culture.

Minimum Qualifications

• Bachelor's degree in marketing, communications, hospitality, event management, or a related field, or equivalent professional experience.
• One (1) year of experience coordinating events, including internships or early career roles in corporate, healthcare, hospitality, or professional services environments.
• Proficiency with Microsoft Office tools, including spreadsheets and shared documents.
• Travel 15% of the time to provide onsite event support, including occasional evenings and weekends.

Preferred Qualifications

• Experience using event registration platforms such as Cvent or similar tools, including registration builds, reporting, and attendee management.
• Experience supporting complex, multi-day events with external audiences.
• Familiarity with vendor coordination and financial administration, including contracts, invoice tracking, expense reporting, and basic budget documentation.

Why Join MDVIP?

• Be part of a mission-driven organization leading innovation in personalized healthcare.
• Drive transformation and growth in a dynamic, fast-paced environment.
• Competitive compensation: attractive base salary complemented by performance-based incentives for eligible roles.
• Comprehensive benefits: health, dental, vision insurance, and retirement plans.
• Professional development: access to ongoing training and leadership development programs.
• Positive work environment: consistently recognized as a Great Place to Work®, fostering a culture of collaboration and excellence.

MDVIP is an Equal Opportunity Employer and is committed to fostering an inclusive and diverse workplace. We welcome applicants of all backgrounds and do not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected status. We believe that diversity and inclusion drive innovation and strengthen our company culture.

If you require accommodation during the application or interview process, please let us know, and we will be happy to assist.

Our compensation reflects the cost of labor across appropriate US geographic markets. Pay is based on several factors including but not limited to market location and may vary depending on job-related knowledge, skills, and education/training and a candidate's work experience. Hired applicants are offered annual incentive compensation programs, subject to applicable eligibility requirements. Payments under these annual programs are not guaranteed and are dependent upon a variety of factors including, but not limited to, individual performance, business unit performance, and/or the company's performance. The company offers the following benefits for this position, subject to applicable eligibility requirements. Medical/prescription drug coverage, Dental coverage, Vision coverage, Flexible Spending Account, Health Savings Account, Dependent Care Flexible Spending Account, Basic and Supplemental Life Insurance & Accidental Death and Dismemberment, Disability Income Protection Plan, Employee Assistance Program, 401(k) retirement program, Vacation, Paid Holidays and Personal time, Paid Sick and Family and Medical Leave time as required by law.