Wellness Event Specialist (Oak Brook Illinois)

Company Description

TVG-Medulla, LLC is a multi-site healthcare management organization, with an emphasis on providing managed services to chiropractic providers. Medulla provides managed services such as Sales & Marketing, Billing, IT, HR, and Finance to three chiropractic brands, operating under the names of Chiro One, MyoCore, and CORE Health Centers. Medulla is comprised of 830+ employees, with corporate headquarters in Oak Brook, IL and 150+ clinic locations in Illinois, Indiana, Wisconsin, Missouri, Kansas, Kentucky, West Virginia, Texas, Oregon, Washington, and Alaska.

We’re on a mission to build a network of exceptional teams who elevate treatment standards, empower people to reach their mobility goals, and make chiropractic care a cornerstone of community wellness. Our vision is to inspire and empower people in our communities to heal, live and function better.

Job Description

About the Role

TVG-Medulla, LLC is seeking a Wellness Event Confirmation Specialist for our corporate location in Oak Brook, IL. Our Confirmation Specialists work within our Sales Department to ensure the success of Chiro One Wellness Centers' patient acquisition events by confirming event details, including date, time, location, and setup instructions.

This position plays a key role in ensuring events are properly confirmed, documented, and set up for success. The Confirmation Specialist finalizes event logistics, manages essential paperwork, and keeps internal teams aligned.

The Confirmation Specialist manages essential communication between the Business Development Team, Customer Engagement Team, Wellness Event Coordinators, and client organizations to support customer satisfaction and successful event execution.

Essential Functions and Responsibilities

• Confirm event details with client organizations, including date, time, location, and setup instructions.
• Ensure scheduled events are properly confirmed, documented, and prepared for execution.
• Process event paperwork, including sponsorship applications, invoices, insurance forms, payment records, contracts, and required approvals.
• Maintain accurate event records, activities, and status updates in Salesforce.
• Coordinate with the Business Development Team and Wellness Event Coordinators regarding scheduled events and outstanding requirements.
• Track event status and logistics and communicate changes quickly and clearly to the appropriate teams.
• Handle payment processing and follow up on required approvals, contracts, signatures, and other event documentation.
• Maintain ongoing communication with event contacts to support successful events and long-term client relationships.
• Follow up with inbound event leads and assist with identifying potential event opportunities.
• Identify missing information or potential issues before an event and coordinate with the appropriate team to resolve them.
• Maintain organized and timely communication to support a smooth experience for client organizations and internal teams.
• Uphold and demonstrate company core values, tenets, and commitments.

Compensation & Financial

• Bi-weekly pay.

• 401(k) Retirement Savings Program with employer discretionary matching.

Benefits: Health & Wellness

• Medical, dental, and vision insurance.

• Life and disability insurance options.

Work-Life Balance

• Paid holidays, vacation, and sick time.

Qualifications

Minimum Qualifications

• Strong computer skills, including Outlook and Excel; experience working within a CRM.
• Strong phone presence and professional communication skills.
• Excellent verbal and written communication and interpersonal skills.
• Highly organized and detail-oriented.
• Ability to manage multiple events, deadlines, and priorities simultaneously.
• Strong follow-through and ability to complete time-sensitive tasks efficiently.
• Positive, proactive, and comfortable communicating with client organizations.

Preferred Qualifications

• Experience in event coordination, sales support, customer service, customer success, or a call center environment.
• Salesforce experience.
• Experience handling customer or client paperwork, payments, scheduling, or administrative coordination.
• Familiarity with inbound lead follow-up and outbound calling.
• Comfortable working in a collaborative, goal-oriented team environment.

What Will Help You Succeed

• Exceptional attention to detail and follow-through.
• Strong problem-solving skills.
• Ability to build and maintain positive relationships with client organizations.
• Excellent listening and written communication skills.
• Ability to identify issues early and coordinate a resolution.
• Self-motivated, organized, and comfortable working in a fast-paced environment.

Additional Information

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Disclaimer

All team members agree to consistently support compliance and TVG-Medulla, LLC policies and Standards of Excellence with regard to maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, adhering to applicable federal, state, and local laws and regulations, accreditation, and licenser requirements (if applicable), and Medulla procedures and protocols. Must perform other related duties and assist with project completion as needed. Team member may be required to provide necessary information to complete a DMV (or equivalent agency) background check.