Internal Events & Office Coordinator

POSITION SUMMARY

We are looking for a dynamic and detail-oriented Internal Events & Office Coordinator to lead the planning and execution of internal events and keep our office operations running smoothly. This person will serve as a key partner to the leadership team and work closely with cross-functional groups to create engaging, memorable experiences for employees throughout the year.

If you are a mid-career professional with experience in event planning and office operations who is looking for a high-impact, people-focused role in a collaborative environment, we would love to meet you.

BENEFITS

• Current benefit programs offered by MedPro include medical, dental, vision, health savings account, paid parental leave, disability and life insurance, legal, critical illness and accident insurance, 401(k) plan, profit sharing, generous PTO, 11 paid holidays, opportunities for professional development & growth and company sponsored events.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Internal Event Planning & Execution (Primary Focus)

• Serve as the enthusiastic ambassador and face of internal events—energizing teams through promotion, emceeing or speaking at gatherings, and fostering a sense of excitement and connection across the company.
• Plan, coordinate, and execute 6–8 internal events annually, including:
• Monthly or quarterly company lunches
• Annual summer picnic (requires Saturday work)
• Annual employee milestone & recognition event
• Annual golf outing
• Annual holiday party at an off-site venue (requires Saturday work)
• Manage all event logistics from venue selection and vendor coordination to day-of setup and teardown.
• Partner with Marketing to develop branded materials, promotional items, signage, and communications to promote events internally.
• Create and track event budgets and maintain cost-effective vendor relationships.
• Ensure events reflect company culture, foster engagement, and run seamlessly.
• Coordinate logistical needs and engagement strategies for remote/hybrid employees to ensure inclusive participation in internal events and office initiatives.
• Coordinate company charity events and other thoughtful initiatives.
• Gather post-event feedback and track engagement metrics to continually improve event quality and employee satisfaction.

Office Operations Support

• Oversee essential office needs such as supplies, maintenance coordination, vendor communications, file organization, and mail handling.
• Negotiate office related contracts and ensure vendors meet budget, compliance, and service standards.
• Maintain seasonal office décor and create a welcoming, functional environment for employees and guests.
• Collaborate with the facilities team and others to ensure smooth daily operations, aligning initiatives with budget and sustainability goals while supporting a safe, well-maintained, and environmentally responsible workplace.
• Assist in meeting setups, including room arrangements, meals, and technical needs.
• Collaborate with HR to support onboarding by integrating new employees into office culture and encouraging participation in internal events.
• Order sympathy and other gifts on behalf of the company.
• Answer and direct incoming calls with professionalism and warmth, ensuring a positive first impression for callers and smooth communication flow across the business.
• Serve as a friendly, go-to resource for employees.

Executive & Administrative Support

• Act as a trusted point of support for the C-suite, assisting with ad hoc administrative tasks and confidential matters as needed.

EDUCATION/CERTIFICATION

• Bachelor’s degree preferred in Hospitality, Communications, Business Administration, or related field
• Event planning or project management certification is a plus

JOB QUALIFICATONS

• Proven experience planning and executing successful corporate events
• Strong organizational and multitasking skills with high attention to detail
• Trusted team member, consistently maintaining confidentiality as a top priority 
• Excellent interpersonal and written communication skills
• Ability to work both independently and collaboratively
• Friendly, energetic personality and a solutions-oriented mindset
• Comfortable managing multiple priorities and jumping in where needed

YEARS’ EXPERIENCE

• 8+ years of professional experience, ideally in event coordination, office management, or executive support
• Experience supporting senior leadership or working in a fast-paced office environment preferred

TECHNOLOGY/SOFTWARE KNOWLEDGE

• Proficient with Microsoft Office 
• Google Workspace 
• Event tools like Eventbrite or Canva

REQUIRED TRAVEL

• 10%

PHYSICAL REQUIREMENTS

• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. 
• The individual is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer screen and extensive reading. The individual in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. The individual must be able to remain in a stationary position 70% of the time.