Events and Meetings Manager

We are seeking a detail-oriented and highly organized Events and Meetings Manager to join our team. In this role, you will be responsible for planning, coordinating, and executing a variety of events, meetings, and conferences. You will work closely with internal teams, vendors, and clients to ensure that all events run smoothly and exceed expectations. This position requires strong project management skills, excellent communication abilities, and a passion for creating memorable experiences.

Key Responsibilities:

• Event Planning and Coordination:
  • Plan, organize, and execute events, meetings, and conferences from start to finish, including but not limited to venue selection, catering, audio/visual needs, and transportation.
  • Develop and manage event timelines, budgets, and action plans.
  • Coordinate with internal teams and external vendors to ensure all event logistics are handled efficiently.
  • Handle event-related communications, including invitations, reminders, and post-event follow-ups.
• Vendor and Stakeholder Management:
  • Build and maintain strong relationships with vendors, including venues, caterers, audiovisual providers, and other service providers.
  • Negotiate contracts with vendors to secure the best possible terms and ensure compliance with organizational standards.
  • Serve as the primary point of contact for all event-related inquiries, ensuring stakeholders are kept informed and involved throughout the planning process.
• On-Site Event Management:
  • Oversee the setup, execution, and breakdown of events, ensuring all elements are in place and any issues are resolved promptly.
  • Manage event staff and volunteers, providing clear instructions and support to ensure a seamless event experience.
  • Ensure that all events are executed in line with organizational policies.

Events & Meeting Management

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Post-Event Analysis:

• Conduct post-event evaluations to assess the success of each event and identify areas for improvement.
• Prepare detailed event reports, including feedback from attendees, financial summaries, and recommendations for future events.
• Collaborate with the marketing team to create event recaps and promotional materials for future use.

Budget Management:

• Develop and manage event budgets, ensuring all expenses are tracked and stay within allocated funds.
• Provide regular budget updates to management, highlighting any potential risks or overspending.

Qualifications:

• Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field.
• Strong project management skills with the ability to manage multiple events simultaneously.
• Excellent communication and interpersonal skills, with a customer-focused attitude.
• Proficiency in event management software and tools (e.g., Cvent, Eventbrite, Microsoft Office Suite).
• Ability to work under pressure and handle unexpected challenges with grace and efficiency.
• Availability to work flexible hours, including evenings and weekends, as required by event schedules.

HOSA-Future Health Professionals is an equal-opportunity employer and welcomes candidates from diverse backgrounds to apply. 

This description outlines the general nature and key responsibilities of the position but is not intended to be exhaustive. Employees may be required to perform other duties as assigned.