Event Planner

NATURE OF DUTIES:

The Event Planner is responsible for overseeing, coordinating and implementing a variety of major and minor special events and projects for both internal and external audiences. The Event Planner is responsible for making logistical preparations including budgets, contracts and agendas for any corporate events, meetings and retreats, clinic events, and community events; prepares pre/post event materials and maintains tracking database for effective event planning year-to-year; ensures appropriate staffing and coverage is in place for each event and attends events as needed to ensure overall success; identifies who needs to attends which events

SPECIFIC DUTIES:

1. Manages the development and implementation of a variety of major and minor special events for the system.

a. Works closely with marketing and communications departments' leadership to determine if an event should be part of the marketing mix.

b. Oversees and develops various aspects of major or minor events, thoroughly researching and coordinating each item in a creative, efficient and timely manner.

c. Develops timetables, production schedules and promotional plans and meets necessary deadlines.

d. Professionally and effectively works with other departments and community groups on pertinent event details to ensure efficient and high-quality events.

e. Maintain awareness of system, community and regional events, and the events management field in general, with the objective of gathering new ideas and other helpful information.

2. Outlines and meets budget.

a. Outlines all event operational and promotional costs.

b. Negotiates cost-effective contracts and/or purchases in support of events.

c. Responsible for overall event implementation plan to budget.

3. Recommends new, creative methods for ensuring event improvement, success and tracking.

a. Works with director to develop tracking mechanism, which can be consistently used for variety of events.

b. Maintains appropriate records to assist with future planning.

c. Trains appropriate staff to conduct tracking, when necessary.

d. Maintain up-to-date dossier on each planned and past event using standardized electronic template.

4. Works with communications specialist to most effectively promote the event to maximize press coverage.

a. Proactively strategizes ideas and assists in creating plan.

b. Ensures communication specialist has necessary and sufficient information to share with media.

c. Coordinates appropriate spokespersons to most effectively promote the event to reflect positively on the system.

5. Coordinates and develops necessary collateral materials to effectively promote the event including flyers, posters, brochures, ads, etc.

a. Works closely with department staff to evaluate event and recommends most effective ways to promote the event.

b. Ensures necessary details are compiled and shared.

c. Works with marketing team members to evaluate appropriate communication vehicles and methods.

d. Develops production schedules and meets deadlines.

e. Maintains good rapport with vendors and can knowledgeably discuss production factors to ensure product quality.

f. Consistently evaluates each project/piece to its overall effectiveness and makes adjustments where necessary.

g. Is consistently current on events/activities that impact our healthcare environment, regularly recommending ways to proactively address issues and the competition.

6. Assists with and participate in other marketing and public relations projects as needed.

QUALIFICATIONS

1. Marketing, communications, public relations or related degree required; a minimum of 3-5 years of professional work experience required; previous special events planning experience preferred.
2. Excellent communication and writing (editing and proofreading) skills. Excellent creative, artistic and interpersonal skills.
3. Must be extremely organized and detail-minded, be able to handle numerous projects at once in a professional manner and be a self-starter.
4. Successful experience in prioritizing and organizing multiple and constantly varying tasks and projects.
5. Successful experience in keeping highly detailed, accurate and accessible records. Able to work effectively with people of all ages and backgrounds, including healthcare professionals and community leaders, as well as patients, families and employees.
6. Strong written and oral communication skills, including writing and information research. Able to represent the hospital in a professional manner.
7. Willing to adapt to constantly changing schedules, needs and responsibilities; requires adaptability, good judgment and initiative.
8. Knowledge and demonstrated skills in office software applications (e.g., Excel, PowerPoint, Word and Outlook Scheduler) is highly desirable. Able to sit for long periods while performing computer and phone tasks, for the majority of job functions.
9. Valid state driver's license and occasional use of personal car on the job. Able to drive to various locations for tasks related to job and to move and set up materials such as displays, handouts, etc.
10. Must be able to work varied hours.

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