Together Media - Administrative & Event Logistics Coordinator

Administrative & Event Logistics Coordinator

Together Media

Reports to: Senior Director of Operations

About Together Media

Vet Together and Smile Together are invitation-only conferences designed for veterinary and dental professionals who value their time. Hosted buyers meet with up to 30 top-tier vendors of their choice during pre-scheduled appointment times. Each event combines one-on-one appointments, curated networking, and continuing education sessions in a professional setting focused on getting business done, while having fun.

Position Summary

We are seeking a detail-oriented and highly organized Administrative & Event Logistics Coordinator to provide year-round administrative and operational support across both the Vet Together and Smile Together brands. This role is centered around providing excellent customer service, keeping data, communications, and event logistics running smoothly throughout the planning cycle and on-site at our annual conference. The ideal candidate is comfortable juggling multiple workstreams, has strong attention to detail, and enjoys keeping complex projects organized behind the scenes.

Responsibilities

•      Maintain and update attendee, vendor, and contact databases across both events, including data entry, cleanup, and reconciliation

•      Support recruitment and registration processes for hosted buyers

•      Assist with the preparation and distribution of pre-event communications, schedules, and informational materials

•      Coordinate logistics for hotel accommodations, room blocks, and travel-related questions from attendees

•      Support the planning and tracking of event timelines, vendor appointments, and meeting schedules

•      Assist with on-site event logistics during Vet Together and Smile Together, including registration support, signage, materials, and attendee assistance

•      Manage incoming calls and emails, routing inquiries appropriately and responding to routine questions

•      Maintain organized records and documentation for both events

•      Support cross-functional coordination between marketing, sales, and operations teams to ensure consistent information across touchpoints

•      Assist with the preparation of reports, spreadsheets, and summaries as needed

•      Provide general administrative support to the Senior Director of Operations and broader team

•      Complete projects and additional duties as assigned

Qualifications

•      Previous experience in an administrative, operations, or event support role

•      Strong organizational skills with excellent attention to detail

•      Ability to manage multiple priorities and deadlines simultaneously

•      Proficient with spreadsheets and standard office software; familiarity with CRM platforms (e.g., Zoho)

•      Strong written and verbal communication skills

•      Comfortable working independently as well as collaboratively with a remote team

•      Customer service orientation, with a professional and approachable demeanor

•      Ability to maintain confidentiality and handle sensitive information appropriately

•      Experience in the veterinary, dental, or event/conference industry is strongly preferred

•      Candidates with relevant experience in the event or conference industry will also be considered

Personal Requirements

•      Must be able to travel for the annual events and as otherwise needed

•      Must be able to work under the broad general administrative supervision of the Senior Director of Operations

•      Ability to use sound personal judgment in prioritizing tasks and solving problems independently

•      May be required to work non-standard hours during peak planning periods and on-site at the event

We look forward to welcoming a dynamic and detail-driven individual to support our team at Together Media!