PHP Agency, Inc.
  • Addison, TX, USA
  • Full Time

Medical Insurance Dental Insurance Vision Insurance 401K Life Insurance PTO

Meeting and Event Coordinator PHP AGENCY INC.

PHP Agency Inc., "PHP," is seeking a Meeting and Event Coordinator to join our Dallas-based HQ team.

PHP is a life insurance field marketing organization, founded in 2009. Our CEO is entrepreneur Patrick Bet David. PHP partners with leading insurance and annuity carriers to offer a comprehensive basket of insurance products to a diverse client base. PHP provides a part-time or full-time opportunities to individuals pursuing careers as life insurance agent. PHP passionately serves people through a field sales force with over 20,000 licensed agents. PHP headquarters offices are in Addison, Texas (Dallas metroplex).

This position gives the opportunity to support and coordinate small and large meeting and conferences for a fast-paced Financial Services Company. A successful event coordinator ensures event-related tasks are delivered in a professional manner in accordance with organizational goals. If you are creative, energetic, and passionate about event planning please send your contact information and resume.

Roles and responsibilities:

  • Oversee and facilitate all aspects of meeting planning from site selection, vendor negotiation, event registration, marketing, onsite staffing, and post-event reporting
  • Work on multiple national meetings, both small and large-scale conferences and events simultaneously
  • Work with Supervisor on digital management of contracts, speaker bios, session descriptions,

handouts, requests for proposals (RFPs), etc.

  • Create and send event marketing communications via email, web, print
  • Send and track correspondence with speakers and sponsors/exhibitors
  • Coordinate creation of event agenda
  • Organize and manage event registration platform pre/during/post event
  • Project manage deliverables with all team members to help 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 collection of registration, sponsorship income and exhibit fees
  • Work directly with registrants on problems and inquiries, providing excellent customer service
  • Develop and maintain solid relationships with exhibitors/sponsors
  • Coordinate with 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 (internal and external resources) and manage onsite event registration; includes occasional travel to regional and national meetings requiring flexibility in schedule
  • Data entry and daily administrative functions
  • Create invoices and receipts as requested, track expenses for event budget reconciliation
  • Create and analyze online evaluations/surveys and prepare post-event reports
  • Other duties related as assigned by the Supervisor/Executive Team


  • 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; first class organizational skills
  • High energy, positive, professional attitude, pride in work product
  • Strong computer skills to include 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 your colleagues when needed
  • Certified Meeting Planner (CMP) a plus, but not required
  • Salaried Full Time Position
  • Minimum completion of a bachelor's degree
  • Minimum 3 years event/meeting coordination experience required
  • Pay BOE and qualification + bonus opportunity.
PHP Agency, Inc.
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