Description

Job Summary

Responsible for helping establish and maintain best practices that combines strategic event planning and experience, leadership, process improvement, and stakeholder engagement. This role is also responsible for the strategic planning, coordination, and execution of all events involving executive leadership, including the President & CEO. Ensures a high-quality, consistent, and efficient approach to event management across the health system. Ensures dedicated commitment to all events align with the organization's mission, values, and objectives, while upholding strict standards and compliance within the healthcare industry. Ultimately the overall responsibility to ensure an exceptional event experience for all that is consistent with the Nicklaus Children's brand, while ensuring sound stewardship. Key responsibilities include implementing effective planning tools, fostering an enterprise-wide perspective of all events, and providing oversight of the various events taking place within the organization. Responsible for assessing and gauging the organization's capacity and ability to execute events flawlessly, ensuring resources and capabilities are optimized to meet the demands of the dynamic organization landscape.

Job Specific Duties

• Collaborate with cross-functional departments and key stakeholders to develop and execute a comprehensive 3-year enterprise event strategic plan and create and manage a detailed roadmap to implement strategic objectives.
• Take the lead in developing and maintaining comprehensive event policies and procedures to ensure efficient and compliant event planning operations across the health system. Streamline planning methodologies to enhance productivity and consistency.
• Collaborate closely with enterprise stakeholders to establish and uphold event brand standards and strategies aimed at enhancing the overall quality and impact of events.
• Develop, implement, and oversee a centralized event intake process to effectively gather, manage, and maintain event data, establishing a singular and reliable source of truth for all event-related information.
• Identify, procure, and deploy event planning software, coordinating staff training, and ensuring ongoing software maintenance to optimize event planning and management processes.
• Serve as a coach, mentor, and team leader for the support staff, fostering professional growth, facilitating skill development, and providing guidance to ensure the team's success in delivering exceptional events.
• Establish and lead an Event Council, bringing together key stakeholders to collaboratively create and ensure alignment of enterprise event objectives, fostering a strategic and coordinated approach to event planning and execution.
• Create a set of metrics and key performance indicators (KPIs) to assess and manage the capacity of event resources across the enterprise. Regularly communicate updates and insights derived from these metrics to senior leadership for informed decision-making and resource allocation.
• Collaborate closely with key stakeholders to develop and sustain a comprehensive risk management framework for events. Ensuring proactive identification, assessment, and mitigation of potential risks to safeguard the success and safety of all enterprise events.
• Design and oversee an event invoice process and partners with the AP Department to ensure timely processing and payment of all event related invoices.
• Demonstrate servant leadership by displaying humility, actively listening, and recognizing that the judgment and insights of other team members may often surpass their own, fostering a collaborative and inclusive team environment.
• Take responsibility for implementing, managing, and reporting on event budgets, collaborating with various departments across the enterprise to identify and implement cost-saving measures. Ensuring efficient allocation of financial resources for successful event execution.

Qualifications

Minimum Job Requirements

• Bachelor's Degree in hospitality, tourism, business administration, public administration, marketing, or related field
• 2-4 years of experience developing and implementing strategic plans, roadmaps, and budgets for corporate events.
• 1-3 years of corporate events planning years.

Knowledge, Skills, and Abilities

• Available to travel and work evening and weekend events.
• Clear and Confident Communication: Communicates ideas and messages clearly, concisely, and with confidence. Active and effective listener.
• Ability to lead a team in a diverse work environment.
• Stakeholder Engagement: Experience building and maintaining relationships with a wide range of stakeholders, including internal departments, external partners, and sponsors/donors.
• Collaboration: Encourage collaboration and teamwork to bring together a diverse group of people with different skills, opinions, and experiences to lead to more comprehensive solutions.
• Financial Management: Experience in budgeting, forecasting, and invoicing; ability to oversee contract negotiations or to negotiate terms and conditions of event contracts with vendors and partners.
• Evaluation and Reporting Experience: Regularly assess the success and impact of events through data analysis and reporting while using this information to make data-driven decisions for future events.
• A proven track record developing Standard Operating Procedures for all aspects of event planning and execution: logistics, communication, risk management, and other relevant areas.
  

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