ORS Partners

  • Conference & Events Program Coordinator

    Job Locations US-PA-Philadelphia
    # of Openings
    Marketing / Advertising / SEO
  • Overview

    JOB SUMMARY: As Conference and Event Program Coordinator, you will play a key role in the management of conferences and events, including national and regional conferences, internal sales summits, and annual InstaMed Healthcare Payments Summit.  



    Essential Functions:

    • Create and manage all conference/events project plans which includes preparation and debrief meetings with internal stakeholders, budget, content, email promotion, invitations, registration confirmations, list management and debrief notes
    • Manage all internal and external shipments of conference/event materials
    • Manage Marketing department promotional inventory
    • Responsible for all internal and external activities that are held in the InstaMed Collaboration Center
    • Responsible for managing all invoices/PO’s for activities within the Marketing departments bi-monthly; while maintaining all records/receipts to update budgets
    • Assist with the operation of the InstaMed Healthcare Payments Summit website including registration management, reporting of participants and responses
    • Coordination of online registration process including tracking and reporting of attendees
    • Supporting internal attendees with online registration or telephone registration, if necessary
    • Serve as primary contact for all internal sales team inquiries on conferences and events
    • Provide effective and professional client interface and customer service in responding to questions and requests
    • Work directly with Senior Manager on all activities and high priority projects
    • Any other duties as applicable to the position


    • Bachelor’s Degree is required
    • 2+ years of previous events/meetings experience
    • Excellent interpersonal, verbal and written communication skills, with the ability to effectively communicate at all levels within the organization and externally
    • Detail oriented with proven initiative and follow-through
    • Familiarity of marketing automation tools (Cvent, Pardot, Salesforce)
    • Ability to effectively work in a fast-paced work environment
    • Must be able to lift at least 25 pounds
    • Must able to work independently as well as be a team player
    • Travel is required (up to 20%)
    • Proven experience in registration process and ROI reporting
    • Microsoft Office (Excel, Word, PowerPoint) knowledge. Access or other registration app experience a plus
    • Prior operations experience in hospitality/travel industry or equivalent a plus
    • Previous experience in effectively handling multiple projects/demands
    • Proven aptitude for technology and/or software solutions


    The candidate will be operating in a high-energy, high-growth environment. This is an excellent opportunity for individuals looking to excel and learn in an open, professional, team-oriented environment, and grow their career with an industry innovator and recipient of several industry awards.



    InstaMed powers a better healthcare payment experience on one platform that connects consumers, providers and payers for every healthcare payment transaction. InstaMed’s patented, private cloud-based technology securely transforms healthcare payments by driving electronic transactions, moving money and healthcare data seamlessly and improving consumer satisfaction. Everyone benefits from InstaMed’s exclusive focus on healthcare, integration into any healthcare IT system, robust analytics and proven scale.


    InstaMed is an Equal Opportunity Employer.


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