Meeting & Event Planner Job at The Center for Health Affairs and CHAMPS Healthca

Position : Meeting & Event Planner

Location : Cleveland, Ohio

Job Type : Full-time

At WellLink, every connection creates change.

We are connected by purpose and driven by impact - working together to advance the medical, social, and economic well-being of the communities we serve.

When you join WellLink, you become part of a team that believes in something bigger than ourselves : creating real, lasting impact in the lives of those around us. We're currently looking for a Meeting & Event Planner to join our team and help us move our mission forward.

What You'll Do :

In this role, you will :

• Event Planning & Coordination : Translate leadership direction and event objectives into detailed project plans and timelines. Coordinate with the Project Manager to track milestones, deliverables, and dependencies. Partner with Marketing to align design, messaging, and branding with event goals.
• Event Logistics & On-Site Support : Coordinate logistical elements such as venue arrangements, catering, travel, lodging, audiovisuals, and virtual technology platforms. Conduct system checks and rehearsals to ensure readiness for both live and virtual components. Be present on-site (or virtual platform) to manage event setup, run-of-show, and teardown. Serve as the main day-of contact for vendors, sponsors, and staff to ensure smooth execution.
• Audience Engagement & Outreach : Build and manage targeted audience lists within the CRM system. Execute registration campaigns, including invitations, reminders, and follow-up communications. Monitor registration trends and provide regular updates to leadership.
• Program & Speaker Coordination : Coordinate logistics for speakers, panelists, and facilitators, including communications, presentation requirements, and materials. Support content and agenda development in collaboration with internal teams and Marketing.
• Sponsorship Support : Collaborate with the Sponsorship team to support sponsor outreach and benefit fulfillment. Coordinate sponsor deliverables such as signage, recognition, and logistics for materials. Serve as a point of contact for sponsor coordination, ensuring professional communication and accurate fulfillment of commitments.
• Budget & Vendor Coordination : Track and reconcile event expenses in alignment with approved budgets. Assist in coordinating vendor contracts, payments, and logistics under leadership guidance. Provide budget-to-actual tracking and documentation for leadership review.
• Risk Management & Compliance : Prepare contingency checklists and coordinate backup plans for potential disruptions (e.g., technology issues, weather, cancellations). Ensure events adhere to organizational policies, contracts, and insurance requirements.
• Post-Event Evaluation & Reporting : Collect feedback, attendance data, and sponsor input following each event. Support post-event debriefs and document lessons learned for continuous improvement. Prepare summaries, reports, and key insights for leadership.

Your work will help us build stronger communities and bring our purpose to life.

What You'll Bring :

We're looking for someone who has :

We value passion and purpose above all.

What You'll Love About Working Here :

At WellLink, you'll find more than a job - you'll find a place where your work matters, your growth is supported, and your contributions are celebrated. We offer :

Our Commitment to Inclusion :

At WellLink, inclusion is at the heart of who we are. We are dedicated to creating a workplace where everyone feels seen, heard, and valued. We celebrate the diversity of our team and our communities, and we are committed to providing equal opportunities and an environment of respect for all employees and applicants.

If you require accommodations during the application process, please let us know - we're here to help.