Advisory Board Event Coordinator

About the Role

The Advisory Board Event Coordinator will assist with the development and implementation of an effective corporate event program that supports the Advisory Boards. The coordinator will support the Advisory Board Directors, VP/AVP of Clinical Operations, and others as assigned with managing and executing Advisory Board events, including hosted conferences and meetings, trade show participation, other related events, and clinical board operations.

The ideal candidate is detail-oriented, an excellent communicator, thrives under pressure, and has a proven track record of developing and executing effective corporate event programs in the healthcare field.

Responsibilities

• Collaborate with the Advisory Board Directors to establish program agendas, overall project/timeline management, source and manage contracts for venues, speakers, and third-party vendors, as well as end-to-end logistical management for hosted meetings, conferences, trade shows, and other corporate events.
• Assist in the implementation and management of all systems for event registration, onsite solutions, meeting logistics, promotional item inventory, transportation and travel, and mobile applications to support the event.
• Manage budgets for each event, providing accurate financial information throughout the planning process and post-event.
• Provide details of meeting expenses in a consistent format to track and trend expenses per event, monthly, and annually.
• Manage all expense submissions in required systems to ensure timely payment.
• Manage the member reimbursement process from end to end, including member communication, reimbursement processing, and accurate reporting.
• Assist with the development and execution of events to improve effectiveness and maintain effective communication with attendees throughout the planning process.
• Proactively communicate event status, program deadlines, and identify any areas of concern or problems with associated solutions to the VP/AVP of Clinical Operations and other internal customers to ensure logistics, registration, budget, and scheduling needs are met.
• Utilize metrics and processes to measure event success, providing analysis and recommendations to the AVP of Clinical Operations for continual program improvement.
• Reference brand style guidelines to ensure all brand communication is professional, accurate, and approved before executing at any event.
• Maintain up-to-date healthcare and hospitality industry knowledge of trends, technologies, and best practices for shows and events, and communicate relevant findings to the VP/AVP of Clinical Operations.
• Support Advisory Board Directors in Clinical Operations projects and tasks such as annual Ethics & Compliance training, attendance tracking and reporting, and board call assistance.

Requirements

• Bachelor’s degree in hospitality/event management, marketing, communications, or a related discipline (preferred).
• 3-5 years of experience in event planning within the healthcare industry with job-related responsibilities in marketing, trade shows, and/or corporate events (preferred).
• Demonstrated ability to work independently and communicate effectively in both written and verbal form, with a high degree of organization, detail, and creativity (preferred).
• Enthusiastic and high-energy individual with exceptional time-management aptitude and ability to handle multiple projects with ease (preferred).
• Excellent customer service skills (preferred).

Benefits

HealthTrust offers a total rewards package that supports the health, life, career, and retirement of our colleagues. The available plans and programs include:

• Comprehensive benefits for medical, prescription drug, dental, vision, behavioral health, and telemedicine services.
• Wellbeing support, including free counseling and referral services.
• Time away from work programs for paid time off, paid family leave, long- and short-term disability coverage, and leaves of absence.
• Savings and retirement resources, including a 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service), Employee Stock Purchase Plan, flexible spending accounts, preferred banking partnerships, retirement readiness tools, rollover support, and financial wellbeing counseling.
• Education support through tuition assistance, student loan assistance, certification support, dependent scholarships, and a partnership with Galen College of Nursing.
• Additional benefits for fertility and family building, adoption assistance, life insurance, supplemental health protection plans, auto and home insurance, legal counseling, identity theft protection, and consumer discounts.

Note: Eligibility for benefits may vary by location.