Events Specialist - Central Health : Job Details

Overview

The Events Specialist, reporting to the Community Engagement Manager, enhances and sustains relationships with residents of Travis County by involving them in Central Health's mission through community engagement events. This role encompasses planning, coordinating, and executing events and initiatives that engage lowincome residents, stakeholders, and elected officials of Travis County. The position demands a dynamic individual with outstanding organizational abilities, creativity, and a dedication to community involvement. Working in close partnership with internal teams, community partners, and stakeholders, the Events Specialist will develop and execute meaningful events that advance the mission of Central Health, along with its programs and services.

Responsibilities

Essential Functions:

* Event Planning and Coordination: Assist in planning, organizing, and executing a variety of events, including community engagement activities, internal staff events, public meetings, and special projects. Coordinate alllogistical aspects, including venue booking, catering, transportation, and equipment rentals.

* Vendor Management: Identify, negotiate, and coordinate with vendors, suppliers, and contractors to ensure all event-related services and products are delivered on time, within budget, and to the required standards.

* Event Promotion and Marketing: Collaborate with the Communications team to develop and implement promotional strategies, including digital and print marketing materials, social media campaigns, email marketing,and community outreach to maximize event attendance and engagement.

* On-Site Event Management: Oversee on-site event logistics, including setup, registration, audiovisual support, and guest services. Serve as the primary point of contact for vendors, volunteers, and participants to ensuresmooth operations.

* Budget Management: Assist in developing and managing event budgets, tracking expenses, and ensuring costeffective allocation of resources. Provide regular budget reports and updates to the supervisor.

* Event Evaluation and Reporting: Collect and analyze event data, including attendance, feedback, and outcomes.

* Prepare post-event reports to assess event effectiveness and identify areas for improvement.

* Volunteer Coordination: Recruit, train, and manage volunteers to support event activities, ensuring they are well-prepared and informed of their roles and responsibilities.

* Compliance and Risk Management: Ensure all events comply with relevant regulations, safety standards, and organizational policies. Identify potential risks and develop contingency plans to mitigate them.

* Maintain Event Calendar: Maintain and update the organization's event calendar, ensuring all events are accurately listed and communicated internally and externally.

* Stakeholder Engagement: Collaborate with internal departments, community partners, sponsors, and otherstakeholders to ensure alignment with event objectives and maximize participation and engagement.

* On-Site Event Audiovisual Production: Coordinate and manage all audiovisual elements during events, including sound systems, lighting, video equipment, and presentations. Ensure all technical components are set up correctly, tested, and operated smoothly throughout the event. Act as the primary point of contact for AV vendors and troubleshoot any technical issues that arise to maintain a seamless event experience.

Knowledge, Skills and Abilities:

* Knowledge of: Mac OS X and Microsoft Windows, Microsoft Office, Excel, PowerPoint

* Demonstrated ability to manage multiple events or projects simultaneously, prioritize tasks, meet deadlines, and maintain attention to detail in a fast-paced environment.

* Experience negotiating contracts and managing relationships with vendors, suppliers, and contractors. Familiarity with managing event budgets, tracking expenses, and ensuring cost efficiency.

* Ability to work well with a diverse group of staff and community members in a fast-paced work environment

* Strong written and verbal communication skills, with experience creating promotional content, coordinating with multiple stakeholders, and providing clear instructions and guidance to team members, volunteers, and vendors.

* Experience managing high-pressure situations during events, including resolving conflicts, handling last-minute changes, and ensuring smooth event execution.

* Ability to engage with and keep volunteers motivated.

* Familiarity with event management software, registration platforms, CRM systems, and other digital tools used for event planning and coordination.

* Willingness to work flexible hours, including evenings, weekends, and holidays, to accommodate event schedules.

* Ability to think creatively and adapt to unexpected challenges, finding innovative solutions to ensure event success.

* Experience developing and implementing marketing and promotional strategies to drive event attendance and engagement.

* Proven ability to work effectively within a team, collaborating with colleagues, stakeholders, and community members to achieve shared goals.

* Proven ability to work independently with minimal supervision, as well as collaboratively within a team to achieve shared goals and objectives.

* Ability to work well with a diverse group of staff and community members

* Ability to thrive in a fast-paced work environment

Qualifications

Minimum Education: Bachelor's Degree Communications, Community Relations, Public Relations or related field.

Minimum Experience: 3 years Proven experience in planning, coordinating, and executing events, preferably within a nonprofit, healthcare, government, or corporate setting.