Events Coordinator (3 month contract)
Job Description
Who We Are
NeuroFlow CEO and West Point graduate Christopher Molaro served in the army for five years, including a tour in Iraq as a platoon leader. Coming back home, he experienced firsthand the gaps in the behavioral health system and how veterans and civilians alike face too many barriers when it comes to receiving appropriate, timely care.
While pursuing his MBA at Wharton, Chris met his future co-founder Adam Pardes, and the two agreed – even the most engaging digital mental health apps in the world wouldn’t truly change the problem; only a solution that systematically integrated behavioral health into the full healthcare ecosystem could create meaningful change. And so they created NeuroFlow.
What We Do:
How We Do It:
The award-winning culture at NeuroFlow is one built around encouragement and daring to be great. Our core values have been displayed in our office since day one, and each team member is responsible for carrying out these values and keeping each other accountable to them. We succeed through our flexibility and agility, navigating and transforming an industry ripe for change where “no” or “can’t” is too often the default. NeuroFlow offers unique opportunities to work in a fun and challenging fast-paced environment with direct, meaningful impact on helping to close the divide between mental and physical health.
Events Coordinator
Position Overview:
NeuroFlow is seeking a highly organized, proactive Events Coordinator to lead the planning and execution of internal and strategic external events. This person will be responsible for owning events from ideation to execution, creating high-impact experiences for employees, clients, and stakeholders. The ideal candidate has experience building internal events from scratch, thrives in a fast-paced environment, and brings creativity, precision, and strong cross-functional collaboration skills.
This is an initial 3 month contract.
Key Responsibilities
Internal Event Planning & Execution
- End-to-end ownership of internal event planning—from concept development to post-event follow-up—for employee engagement, team-building, company milestones, and leadership summits.
- Maintain and manage the internal events calendar, ensuring alignment with broader company initiatives and timelines.
- Collaborate with People Ops, Marketing, and Leadership teams to define event goals, themes, and content, ensuring alignment with NeuroFlow’s culture and values.
- Coordinate logistics, including venue setup (in-office or offsite), tech requirements, catering, guest speakers, materials, and internal communications.
- Oversee vendor relationships including venues, A/V, catering, and experience providers.
- Manage budget planning and tracking for all internal events, ensuring cost-effective execution without sacrificing experience.
Company-Hosted Strategic Events
- Serve as the lead project manager for flagship events such as NeuroFlow’s annual Client Summit and Investor Days.
- Drive planning sessions, manage timelines, and hold internal stakeholders accountable for deliverables (e.g., content, speaking roles, materials).
- Handle event promotion and communications, including invites, reminders, and day-of logistics support.
- Act as the primary onsite coordinator, ensuring seamless event execution in collaboration with agencies or event partners.
- Manage guest experience from start to finish—including RSVP tracking, travel coordination, gifting, and follow-ups.
Support for External Events
- Assist in the execution of external conferences and industry events NeuroFlow participates in or sponsors.
- Coordinate event logistics, internal readiness, marketing materials, travel support, and post-event follow-up.
- Manage event swag, printing of collateral, booth shipments, and lead capture processes.
Cross-Functional Communication & Collaboration
- Support the Marketing team with internal and external communications related to events.
- Partner with internal teams to identify opportunities to elevate employee and client experience through meaningful event moments.
- Leverage relationships with internal stakeholders and external thought leaders to source speakers for webinars or panel events.
- Track key data points post-event (e.g., attendance, feedback, engagement) and contribute to reporting and insights.
Operations & Process Ownership
- Regularly review and optimize the internal event planning process, documentation, and vendor relationships.
- Maintain and oversee the event and swag inventory, restocking as needed and ensuring high-quality branded experiences.
- Manage internal budgets for events and marketing swag, ensuring accurate quarterly tracking and forecasting.
Qualifications
- 4+ years experience in event coordination or internal communications, with a proven ability to own and scale internal events.
- Demonstrated success organizing both in-person and virtual experiences.
- Strong project management skills—able to juggle multiple priorities, timelines, and stakeholders with confidence.
- Excellent communication skills, both written and verbal.
- Experience with tools like Google Workspace, Canva, Airtable, and event platforms (e.g., Splash, Hopin, Eventbrite).
- Creative, resourceful, and solutions-oriented mindset.
- High attention to detail and a passion for creating memorable experiences.
What We Believe:
NeuroFlow is a proud equal opportunity employer. Every day we are working to tackle the mental health crisis in America, and in order to do that well, we need diverse voices, experiences, and perspectives at the table. As an equal opportunity employer, we prohibit any unlawful discrimination against a job applicant on the basis of their race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, family or parental status, disability*, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate. We respect the laws enforced by the EEOC and are dedicated to going above and beyond in fostering diversity across our workplace.
*Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are typically done which will ensure an equal employment opportunity without imposing undue hardship on NeuroFlow. Please inform our Talent team if you need any assistance completing any forms or to otherwise participate in the application process.
As a HIPAA compliant organization
All team members shall:
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Act in accordance with NeuroFlow’s Information Security Policies.
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Protect organizational assets from unauthorized access, disclosure, modification, destruction or interference.
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Report security events or other risks to the organization
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Execute organizational security processes or activities
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Perform security responsibilities that defined and communicated for their role
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Be responsible for their actions regarding the security of organization
Company Information
Location: Philadelphia, PA
Type: Hybrid