Event Coordinator (Full-Time)

Job Overview :

We are seeking a dynamic and organized individual to join our hospital administration team as a Larkin Health System Events Coordinator.

This role will be responsible for planning, coordinating, and executing a wide range of events across multiple locations within our Larkin Health System.

Events will include parties, awareness events, employee gatherings, birthdays, annual celebrations, etc. as well as supporting the marketing team with their initiatives.

The ideal candidate will possess excellent communication skills, attention to detail, and the ability to manage multiple tasks simultaneously across various locations.

Responsibilities :

Event Planning and Coordination :

• Develop and execute comprehensive event plans for events across multiple locations within the Larkin Health System.
• Coordinate all aspects of event logistics, including venue selection, catering, entertainment, audiovisual requirements, etc.

Create and manage event budgets, ensuring cost-effective planning and adherence to financial guidelines for each site.

Coordinate with internal departments and external vendors across different locations to ensure seamless execution of events.

Communication and Collaboration :

• Serve as the primary point of contact for event-related inquiries and coordination across all locations within the Larkin Health System.
• Collaborate with hospital departments at each site to identify event needs and objectives, ensuring alignment with organizational goals.
• Liaise with external partners, sponsors, and vendors to secure resources and support for events across multiple locations.
• Communicate event details and updates effectively to relevant stakeholders at each site, including staff, volunteers, and attendees.

Marketing Support :

• Assist the marketing team in planning and executing promotional events and campaigns across the Larkin Health System.
• Coordinate promotional materials, signage, and branding elements for events in collaboration with the marketing team.
• Provide input and support for marketing strategies to enhance event visibility and attendance across multiple sites.

Evaluation and Feedback :

• Conduct post-event evaluations at each location to assess event success and gather feedback from participants.
• Analyze event metrics and feedback from each site to identify areas for improvement and implement enhancements for future events.
• Maintain detailed records and documentation related to event planning, expenses, and outcomes for each location.

Some types of events, but not limited to :

Staff Appreciation Events : Organizing events to recognize and appreciate the hard work and dedication of hospital staff, such as staff appreciation lunches, awards ceremonies, or team-building activities.

Celebratory Events : Planning celebrations for hospital milestones, achievements, or special occasions, such as anniversary celebrations, groundbreaking ceremonies for new facilities, or retirement parties for long-serving staff members, birthdays, etc.

• Medical Conferences and Symposiums : Organizing conferences, symposia, or medical grand rounds to facilitate knowledge sharing, professional networking, and collaboration among healthcare professionals within the hospital and from external organizations.
• Grand Openings and Facility Launches : Organizing events to celebrate the opening of new hospital wings, clinics, or facilities, including ribbon-cutting ceremonies, open houses, and tours for staff, patients, and the community.
• Nurse Appreciation Week : A dedicated period to honor and celebrate the hard work, dedication, and contributions of nurses within the hospital system.

Events may include recognition ceremonies, themed activities, and tokens of appreciation to express gratitude for their vital role in healthcare delivery.

Doctor's Day : An annual observance to recognize and honor physicians for their commitment to patient care, medical expertise, and leadership within the hospital system.

Events may include awards ceremonies, appreciation luncheons, and personalized acknowledgments to show appreciation for their tireless efforts.

Hospital Week : A week-long celebration to recognize and celebrate the collective efforts of all hospital staff members, including doctors, nurses, administrators, technicians, and support staff.

Events may include staff appreciation events, awards ceremonies, educational seminars, and team-building activities to foster camaraderie and unity.

Employee Recognition Events : Special events and ceremonies designed to acknowledge and celebrate hospital employees' achievements, milestones, and outstanding performance.

These events may include years of service awards, employee of the month recognitions, and peer-nominated accolades to highlight individual and team contributions.

Health Awareness Campaigns : Initiatives and activities aimed at raising awareness about specific health issues and promoting preventive care within the hospital system and the community.

Events may include health fairs, educational workshops, screenings, and outreach programs to empower individuals to prioritize their health and well-being.

Patient Appreciation Events : Opportunities to express gratitude and appreciation to patients and their families for choosing the hospital system for their healthcare needs.

Events may include patient appreciation days, support group meetings, educational seminars, and personalized gestures to enhance the patient experience and foster positive relationships.

Holiday Celebrations : Festive events and activities are organized to celebrate holidays such as Christmas, Thanksgiving, and Halloween within the hospital system.

Events may include themed decorations, special meals, entertainment, and interactive experiences to bring joy and camaraderie to patients, staff, and visitors during the holiday season.

Community Health Fairs : Collaborative events and outreach programs aimed at promoting health and wellness within the local community served by the hospital system.

Health fairs may offer free screenings, educational resources, wellness workshops, and access to healthcare services to empower individuals to take proactive steps toward better health.

Training and Development Workshops : Educational workshops, seminars, and conferences designed to enhance the skills, knowledge, and professional development of hospital staff members.

These workshops may cover a range of topics, including clinical advancements, leadership development, communication skills, and patient centered care to support continuous learning and growth.

Community Outreach Events : Coordinating events to engage with the local community, raise awareness about healthcare issues, and provide health screenings, vaccinations, or educational sessions, such as community health fairs or blood donation drives.

Qualifications :

• Proven experience in event planning, coordination, and execution, preferably in a healthcare or corporate setting.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines across multiple locations.
• Excellent interpersonal and communication skills, both written and verbal.
• Detail-oriented with a high level of accuracy in planning and execution across various sites.
• Proficiency in Microsoft Office suite, Excel, and event management software.
• Ability to work independently as well as collaboratively within a team environment.
• Flexibility to travel between locations and work evenings, weekends, and holidays as required by event schedules.
30+ days ago