Administrative & Event Logistics Coordinator

About Together Media

Together Media is the umbrella for two invitation-only conferences, Vet Together and Smile Together, created for veterinary and dental professionals who want efficient, high-value meetings. The events bring hosted buyers together with as many as 30 carefully selected vendors through scheduled one-on-one appointments, along with networking opportunities and continuing education sessions in a polished, business-focused environment.

Role Overview

We are hiring an organized, detail-focused Administrative & Event Logistics Coordinator to support both the Vet Together and Smile Together brands year-round. This position plays a key role in keeping operations, communications, attendee data, and event logistics running smoothly before, during, and after the annual conference. The right person will be comfortable managing several workstreams at once, keeping complex details in order, and delivering a strong customer experience behind the scenes.

What You’ll Do

• Keep attendee, vendor, and contact records accurate and current across both events through data entry, cleanup, and reconciliation.
• Help with hosted buyer recruitment and registration activities.
• Prepare and send pre-event communications, schedules, and informational materials.
• Coordinate hotel accommodations, room blocks, and travel-related questions from attendees.
• Track event timelines, vendor appointments, and meeting schedules.
• Support on-site logistics for Vet Together and Smile Together, including registration, signage, event materials, and attendee assistance.
• Answer incoming phone calls and emails, direct inquiries to the right person, and handle routine questions.
• Maintain well-organized documentation and records for both conferences.
• Work closely with marketing, sales, and operations teams to keep information consistent across all touchpoints.
• Assist with reports, spreadsheets, and summary documents as needed.
• Provide general administrative support to the Senior Director of Operations and the wider team.
• Take on additional projects and responsibilities as assigned.

Qualifications

• Prior experience in administration, operations, or event support.
• Excellent organization skills and a strong eye for detail.
• Ability to handle several priorities and deadlines at the same time.
• Comfort using spreadsheets, standard office tools, and CRM systems such as Zoho.
• Strong written and spoken communication skills.
• Ability to work independently while also collaborating with a remote team.
• Professional, approachable, and customer-focused attitude.
• Ability to protect confidential and sensitive information.
• Background in veterinary, dental, or conference/event work is highly desirable.
• Applicants with relevant conference or event industry experience will also be considered.

Additional Requirements

• Must be available to travel for the annual events and when needed for other business purposes.
• Must be able to work under broad general administrative supervision from the Senior Director of Operations.
• Should be capable of using sound judgment to prioritize work and solve problems on their own.
• May need to work outside standard hours during busy planning periods and while the event is taking place.

Who This Role Suits

This opportunity is best suited to candidates who are highly organized, service-oriented, comfortable with event operations, and able to keep multiple moving parts coordinated in a remote setting.

Closing Note

We are looking forward to bringing on a proactive, detail-driven team member to help support Together Media.