Event Planner/Coordinator

About PHP Agency
Founded in 2009, PHP Agency Inc. is a tech-enabled national field marketing organization (FMO) headquartered in Addison, Texas. With over 27,000 licensed agents nationally in 49 states and Puerto Rico, PHP’s agents have educated and served over 450,000 American families. PHP partners with leading insurance and annuity carriers and provides part-time or full-time opportunities to those seeking careers as life insurance agents. For more information, visit www.phpagency.com.

Job Summary

We are seeking a dynamic and detail-oriented Event Coordinator to oversee and facilitate all aspects of meeting planning. This role involves managing multiple national meetings, both small and large-scale conferences and events, ensuring seamless execution from site selection to post-event reporting. The ideal candidate will be innovative, resourceful, and possess exceptional client service skills.

Primary Responsibilities

• Oversee and facilitate all aspects of meeting planning, including site selection, vendor negotiation, event registration, marketing, onsite staffing, and post-event reporting.

• Manage multiple national meetings and events simultaneously.

• Collaborate with the Supervisor on digital management of contracts, speaker bios, session descriptions, handouts, and RFPs.

• Create and send event marketing communications via email, web, and print.

• Send and track correspondence with speakers and sponsors/exhibitors.

• Coordinate the creation of event agendas.

• Organize and manage the event registration platform pre/during/post event.

• Project manage deliverables with all team members to ensure deadlines are met.

• Prepare banquet event order (BEO) information with event venues.

• Coordinate travel, lodging, and expenses for participants traveling to meetings.

• Create and manage budgets, and collect registration, sponsorship income, and exhibit fees.

• Provide excellent customer service by working directly with registrants on problems and inquiries.

• Develop and maintain solid relationships with exhibitors/sponsors.

• Coordinate with the marketing team on event materials and signage.

• Oversee meeting preparation, supplies ordering, and packing/shipping of event materials.

• Coordinate with events and recognition teams to source and organize event recognition.

• Staff events and manage onsite event registration, including occasional travel to regional and national meetings.

• Perform data entry and daily administrative functions.

• Create invoices and receipts as requested, and track expenses for event budget reconciliation.

• Create and analyze online evaluations/surveys and prepare post-event reports.

• Perform other duties as assigned by the Supervisor/Executive Team.

Primary Skills & Requirements

• Innovative and resourceful; actively seeks opportunities to improve meetings and events.

• Experienced at negotiating and building partnerships with vendors.

• Exceptional client service skills and enjoys working with the public.

• Strong time management skills and ability to manage concurrent tasks efficiently.

• Superior attention to detail and first-class organizational skills.

• High energy, positive, professional attitude, and pride in work product.

• Strong computer skills, including Microsoft Office and experience using cloud-based project management tools.

• Basic web design experience and/or knowledge of HTML.

• Excellent written and verbal communication skills.

• Great team member: willing to roll up your sleeves and pitch in to help colleagues when needed.

• Certified Meeting Planner (CMP) a plus, but not required.

• Minimum completion of a bachelor’s degree.

• Minimum 3 years of event/meeting coordination experience required.

About Integrity

Integrity is one of the nation’s leading independent distributors of life, health and wealth insurance products. With a strong insurtech focus, we embrace a broad and innovative approach to serving agents and clients alike. Integrity is driven by a singular purpose: to help people protect their life, health and wealth so they can prepare for the good days ahead.

Integrity offers you the opportunity to start a career in a family-like environment that is rewarding and cutting edge. Why? Because we put our people first! At Integrity, you can start a new career path at company you’ll love, and we’ll love you back. We’re proud of the work we do and the culture we’ve built, where we celebrate your hard work and support you daily. Joining us means being part of a hyper-growth company with tons of professional opportunities for you to accelerate your career. Integrity offers our people a competitive compensation package, including benefits that make work more fun and give you and your family peace of mind. 

Headquartered in Dallas, Texas, Integrity is committed to meeting Americans wherever they are — in person, over the phone or online. Integrity’s employees support hundreds of thousands of independent agents who serve the needs of millions of clients nationwide. For more information, visit Integrity.com.

Integrity, LLC is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, national origin, disability, veteran status, or any other characteristic protected by federal, state, or local law. In addition, Integrity, LLC will provide reasonable accommodations for qualified individuals with disabilities.