Job Description
ABOUT US
FitPros is a workplace wellbeing provider on a mission to help people show up healthy and at their best. We empower employers to build a culture of wellbeing through expert-led programming that supports mental, physical, financial, and social health.
ABOUT THE ROLEFor nearly 10 years, FitPros has been coordinating on-site Health Fairs at companies across the U.S.—and they’re a blast! Think: vendor booths, engaging activities, giveaways, and lots of employee smiles. Learn more here:
We’re looking for several detail-oriented Event Leads to manage the pre-event planning and onsite execution of these Health Fairs. You’ll serve as the key contact before and during the event to ensure everything runs smoothly.
This role is temporary, contract work. Although we offer Fairs all year round, our busy time is July through November.
WHO YOU ARE
You’ll thrive in this role if:
Experience in event planning, hospitality, or health and wellness programming
You're tech savvy with a CRM (ideally Hubspot) to research and invite local vendors.
Familiarity with virtual event platforms and digital tools. We use: Hubspot, Zoom, Google Suite, QR codes, etc.
You're a people person who can confidently engage with a wide variety of individuals.
You're flexible and resourceful, always willing to roll up your sleeves to make things run smoothly.
You stay cool under pressure and thrive in a fast-paced environment with strong organizational and decision-making skills.
KEY RESPONSIBILITIES
Pre-event planning:
Coordinate communication with health carriers and vendors
Email communications in your FitPros gmail email through Hubspot CRM
Perform with vendor research, outreach, and follow-up
Send a mass multi-touchpoint email to vendors in our CRM
Use Google and ChatGPT to find local businesses to invite
Manage vendor Certificates of Insurance (COIs)
Vendors submit these via Dropbox and you need to ensure all have been recieved as we near the Fair.
Lead client planning meetings (4 per Fair) and logistics in between
From kickoff call to the final run of show call you are the point person and prepared with the agenda to update the client with all things related.
Collaborate on floor plan creation and adjustments
For clients we have done Fairs with in the past you can simply update a previous year with the new vendors
For new clients you will review the pictures of the space that they submit and suggest a layout of the tables for the client to approve
Lead client site visits as needed
Prior to the fair day, you will meet the client at the space to walk through and visualize how everything will be set up. Ideally the floor plan draft is created to confirm it works for the space.
Event execution (day-of):
Serve as on-site lead for setup, break down, and vendor coordination
Troubleshoot any technical or logistical issues (e.g., QR codes, signage)
Capture photos and video content from the event
Manage raffle prizes, fair activities, and staffing on-site
Ensure all materials are organized and ready for use
Pay: $30.00 - $40.00 per hour
Expected hours: 24.0 – 33.0 per week
Work Location: Remote
FitPros is a workplace wellbeing provider on a mission to help people show up healthy and at their best. We empower employers to build a culture of wellbeing through expert-led programming that supports mental, physical, financial, and social health.
ABOUT THE ROLEFor nearly 10 years, FitPros has been coordinating on-site Health Fairs at companies across the U.S.—and they’re a blast! Think: vendor booths, engaging activities, giveaways, and lots of employee smiles. Learn more here:
We’re looking for several detail-oriented Event Leads to manage the pre-event planning and onsite execution of these Health Fairs. You’ll serve as the key contact before and during the event to ensure everything runs smoothly.
This role is temporary, contract work. Although we offer Fairs all year round, our busy time is July through November.
WHO YOU ARE
You’ll thrive in this role if:
Experience in event planning, hospitality, or health and wellness programming
You're tech savvy with a CRM (ideally Hubspot) to research and invite local vendors.
Familiarity with virtual event platforms and digital tools. We use: Hubspot, Zoom, Google Suite, QR codes, etc.
You're a people person who can confidently engage with a wide variety of individuals.
You're flexible and resourceful, always willing to roll up your sleeves to make things run smoothly.
You stay cool under pressure and thrive in a fast-paced environment with strong organizational and decision-making skills.
KEY RESPONSIBILITIES
Pre-event planning:
Coordinate communication with health carriers and vendors
Email communications in your FitPros gmail email through Hubspot CRM
Perform with vendor research, outreach, and follow-up
Send a mass multi-touchpoint email to vendors in our CRM
Use Google and ChatGPT to find local businesses to invite
Manage vendor Certificates of Insurance (COIs)
Vendors submit these via Dropbox and you need to ensure all have been recieved as we near the Fair.
Lead client planning meetings (4 per Fair) and logistics in between
From kickoff call to the final run of show call you are the point person and prepared with the agenda to update the client with all things related.
Collaborate on floor plan creation and adjustments
For clients we have done Fairs with in the past you can simply update a previous year with the new vendors
For new clients you will review the pictures of the space that they submit and suggest a layout of the tables for the client to approve
Lead client site visits as needed
Prior to the fair day, you will meet the client at the space to walk through and visualize how everything will be set up. Ideally the floor plan draft is created to confirm it works for the space.
Event execution (day-of):
Serve as on-site lead for setup, break down, and vendor coordination
Troubleshoot any technical or logistical issues (e.g., QR codes, signage)
Capture photos and video content from the event
Manage raffle prizes, fair activities, and staffing on-site
Ensure all materials are organized and ready for use
Pay: $30.00 - $40.00 per hour
Expected hours: 24.0 – 33.0 per week
Work Location: Remote
💡 Quick Summary
Seeking a career-building opportunity? The Event Lead position is now open for candidates interested in the Event Management Jobs sector. This role in New York City offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.
