MedPro Systems · 4 months ago
Internal Events & Office Coordinator
Mount Arlington,NJ,US
Full-time
Onsite
Senior Level, Lead/Staff
8+ years expMedPro Systems is looking for a dynamic and detail-oriented Internal Events & Office Coordinator to lead the planning and execution of internal events and ensure smooth office operations. This role involves coordinating various internal events, managing logistics, and supporting the leadership team while fostering a positive company culture.
Data CenterDatabaseHealth Care
Responsibilities
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
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
Act as a trusted point of support for the C-suite, assisting with ad hoc administrative tasks and confidential matters as needed
Qualification
Required
Bachelor's degree preferred in Hospitality, Communications, Business Administration, or related field
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
8+ years of professional experience, ideally in event coordination, office management, or executive support
Proficient with Microsoft Office
Google Workspace
Event tools like Eventbrite or Canva
10% travel required
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
Preferred
Event planning or project management certification is a plus
Experience supporting senior leadership or working in a fast-paced office environment preferred
Benefits
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
Company sponsored events
Company
MedPro Systems
MedPro Systems provides suites of solutions regarding marketing, accurate healthcare data, customer service and sales operations.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Bryan Andrews
Senior Director of Business Development & Partnerships
Noah Anderson
Partnership Director
Recent News
Morningstar.com
2025-06-11
Company data provided by crunchbase