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Event Specialist

5 months ago

Toledo, United States ProMedica Full time

Job Title Event Specialist - System Administration - Full Time - Variable Location Toledo, OH 43606 US (Primary)

Job Description Position is the key communication path for functions and events, responsible for logistical coordination of all departments and the success of events and meetings within the campus buildings and surrounding areas. The events coordinator will assist in the scheduling of the campus receptionists as well as the housekeeping and valet contractors to ensure event coverage.

Will work closely with Government office and CEO/President office to coordinate CEO and Board events at the direction of manager. Must be flexible with work hours and be able to multi-task planning multiple events at one time.

- Serve as events liaison to downtown headquarters campus.

- Support the office and needs of the Assistant to the President and CEO in addition to the Governance Office.

- Coordinate the logistics for the success of events and meetings in the conference center and throughout the campus.

- Manage the master events calendar for the Campus and adjacent spaces. This will include events scheduled by the City of Toledo along the water front and in Promenade Park that may affect access to the campus. (Including concerts, movie nights and other big screen and park events) Will update appropriate internal staff on a routine basis.

- Manage internal event data processing and Event Operations Invoice Process.

- Manage all calendars associated with the downtown campus in addition to managing all tour processes and tour guides.

- Coordinate event and meeting request process for approval and facilitation.

- Act as liaison to the City of Toledo and Lucas County for events surrounding the park and headquarters.

- Coordinates digital requests for Park Vision screen and smoke stack lighting.

- Primary communication path for dissemination of event and meeting information to supporting teams. Will coordinate with the Facilities Services Team to assure the space is configured as necessary for the end user, notify BMMs of any environmental requirements, grounds crew of events in the park, and coordinate IT for presentation needs, Valet for parking needs, and Catering for the event.

- Coordinate campus receptionist coverage, as well as housekeeping and valet contractors.

- Serves as a member of the Activities Committee.

- Assists PDHQ Campus Administrator with holiday dcor ordering and facilitate installation and payments.

- Will work closely with Senior Executive Administrative Assistants to arrange C suite events, and assist the Foundation events staff as necessary to support Foundation events.

- DTHQ Headquarters engagement council member.

- Research products and ordering on behalf of Governance and CEO office.

- Order catering and other details for Governance and CEO office.

- Keep Downtown Campus Administrator apprise of all activities, requests, and events happening on campus and surrounding area.

- Other duties as assigned

Job Requirements REQUIRED QUALIFICATIONS

Education: High school diploma

Skills: Highly organized, energetic, time management and planning skills, must be able to keep projects and materials highly confidential.

Years of Experience: 2

License: n/a

Certification: n/a

PREFERRED QUALIFICATIONS

Education: Bachelors degree in Communications or related area.

Skills: Event coordination experience, budget management, payment processing, meeting coordination

Years of Experience:

License: n/a

Certification: n/a

ADDITIONAL EXPERIENCE

Preference will be given to candidate with internal organizational knowledge and experience.

ProMedica is a mission-based, not-for-profit integrated healthcare organization headquartered in Toledo, Ohio. For more information, please visit www.promedica.org/about-promedica

Qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, religion, sex/gender (including pregnancy), sexual orientation, gender identity or gender expression, age, physical or mental disability, military or protected veteran status, citizenship, familial or marital status, genetics, or any other legally protected category. In compliance with the Americans with Disabilities Act Amendment Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a job with ProMedica, please contact employment@promedica.org

Equal Opportunity Employer/Drug-Free Workplace

On-call Requirements Call Not Required