Conference Operations Coordinator

About the role

The Conference Operations Coordinator – Housing supports the Operations Department at Viticus Group with organizing events. This role includes administrative tasks for Annual Conferences and year-round campus events.

Responsibilities

• Coordinate services offered at all Annual Conferences and large year-round campus events.
• Coordination and management of third-party vendors.
• Speaker/BOD/Staff housing administrative assistance for Annual Conferences, as well as year-round events held at the campuses.
• Cook transportation coordination of Annual Conferences and campus events that Operations team oversees.
• Cook event information for specific conference duties such as Badge Ribbons, Interpreters, Luggage storage, MPO Offices, Room Drops.
• Review and reconcile invoices that pertain to Annual Conferences and Operation campus events.
• Assure accuracy of annual conferences Functions orders including meeting sets, AV, F&B, IT and vendor information.
• Provide logistical support to include venue and event layouts, AV needs, planning special events, on-site event management (including logistics meetings, momentus orders) and post program invoice review.
• Afford signage order and receive approval on signage proofs from various departments.
• Adhere to company budgets.
• Contribute and research fresh activation ideas for partners.

Requirements

• Availability to work 12 months per year.
• Flexibility to work evenings and weekends as required by business needs.
• Ability to travel for conference dates.
• Ability to educate and engage a variety of stakeholders through both formal and informal presentations.
• Interest in learning organizational practices and culture to support continuous improvement.

Skills & Abilities

• Organization & Time Management: Highly organized and detail-oriented. Excellent time management and prioritization skills. Ability to work independently while managing multiple priorities.
• Communication: Excellent verbal and written communication skills. Advanced ability to read and interpret written information. Writes clearly and informatively; edits work for spelling and grammar. Speaks clearly and persuasively in positive or negative situations. Listens and seeks clarification; responds well to questions. Demonstrates strong group presentation skills and active meeting participation.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Interpersonal Skills: Strong customer service orientation with a positive attitude. Ability to work effectively within a team environment. Demonstrates sound judgment, decision-making, and problem-solving skills. Capability to establish appropriate professional boundaries while developing supportive relationships with staff and board members.
• Professionalism & Alignment with Mission: Fully embraces, embodies, and upholds the organizational Mission and Vision. Ensures strong collaborative relationships internally and externally to enhance service quality. Represents the organization positively with all stakeholders, treating others with respect and dignity. Demonstrates passion, compassion, and professionalism at all times.

Additional Requirements

• Availability to work 12 months per year.
• Flexibility to work evenings and weekends as required by business needs.
• Ability to travel for conference dates.
• Ability to educate and engage a variety of stakeholders through both formal and informal presentations.
• Interest in learning organizational practices and culture to support continuous improvement.

Why you will love working here

• Competitive & Transparent Salary – Know what you’re worth and be paid fairly for it.
• Comprehensive Benefits for Full-Time Employees – Medical, Dental, Vision, Short & Long-Term Disability, and Life Insurance are 100% employer-paid for eligible full-time team members.
• 401(k) with 3% Company Match (Full-Time Employees) – Invest in your future with our retirement savings plan.
• Supportive & Collaborative Work Culture – Be part of a mission-driven team that values connection, communication, and kindness.
• Ongoing Professional Development – From workshops to conferences, we support continuous learning and career growth (for eligible roles).
• Wellness Programs – Access wellness resources and incentives designed to support your mental and physical well-being.
• Employee Recognition & Appreciation Events – We celebrate wins—big and small—throughout the year!
• Unique Industry Impact – Make a meaningful difference in veterinary medicine and animal health.
• Work-Life Balance – We value your time with predictable scheduling and occasional flexibility based on role and business needs.
• Fun Workplace Culture – Holiday contests, team lunches, and just enough quirks to make work more enjoyable.

Physical Requirements

• Ability to sit, use hands and fingers, talk or hear, and smell continually.
• Ability to stand, walk, and reach frequently.
• Ability to climb or balance, stoop, kneel, or crouch occasionally.
• Lifting and Carrying: Ability to frequently lift and carry up to 10 lbs. Ability to occasionally lift and carry up to 50 lbs.
• Vision and Hearing: Close vision required to see computer monitors, read documents, and operate copy and fax machines. Distance vision is required to drive an automobile if driving is a requirement of the job.

General Requirements

• Ability to sit, use hands and fingers, talk or hear, and smell continually.
• Ability to stand, walk, and reach frequently.
• Ability to climb or balance, stoop, kneel, or crouch occasionally.
• Lifting and Carrying: Ability to frequently lift and carry up to 10 lbs. Ability to occasionally lift and carry up to 50 lbs.
• Vision and Hearing: Close vision required to see computer monitors, read documents, and operate copy and fax machines. Distance vision is required to drive an automobile if driving is a requirement of the job.