Event Specialist

Summary

The Event Specialist will plan, coordinate, and execute all logistical and operational aspects of fundraising and donor engagement events that advance the mission and revenue goals of the Mary Free Bed Rehabilitation Hospital Foundation. Oversees all phases of event production - including timelines, budgets, vendor and contract management, volunteer engagement, and on-site execution - for a diverse portfolio of Foundation and third-party events.

In partnership with the Director of Events and Corporate Giving, ensures all events are donor-centered, revenue-positive, and aligned with Mary Free Bed's brand and philanthropic priorities. Collaborates to design experiences that strengthen stewardship, deepen engagement with donors and corporate partners, and improve event return on investment year over year.

Essential Job Responsibilities

Event Planning & Execution

• Plans, coordinates, and executes all logistical and operational aspects of Foundation fundraising and donor engagement events, from concept development through post-event wrap-up.

• Develops and manages detailed event timelines, project plans, and run-of-show documents to ensure seamless execution.

• Serves as on-site event lead or key support staff, managing day-of logistics, staff coordination, and real-time problem-solving.

• Coordinates internal logistics including registration, guest communications, seating, accessibility needs, volunteer support, and event staffing.

Vendor & Partner Management

• Identifies, coordinates, and manages relationships with external vendors and service providers including venues, catering, audiovisual, decor, rentals, entertainment, and printing.

• Manages vendor contracts, invoices, and payment processes in accordance with Foundation and hospital policies.

• Collaborates with internal departments and external partners to ensure all event elements align with expectations and timelines.

Budget & Financial Management

• Develops and manages event budgets; track expenses and ensure events are delivered within approved financial parameters.

• Supports revenue-generation efforts through sponsorship benefits fulfillment, donor recognition, and stewardship coordination.

• Assists with post-event financial reconciliation and reporting, including expense tracking and ROI analysis.

Marketing, Communications & Brand Alignment

• Partners with marketing and communications teams to support event promotion, invitations, signage, scripts, and on-site materials.

• Ensures all event communications and materials are accurate, on-brand, and aligned with Foundation messaging and donor expectations.

Evaluation, Reporting & Continuous Improvement

• Tracks and maintains accurate event documentation, timelines, and records.

• Compiles post-event summaries including attendance, revenue, expenses, and key takeaways.

• Contributes to continuous improvement by documenting lessons learned and recommending enhancements for future events.

• We'll embrace all people by:

• Treating everyone with dignity and respect.

• Opening more doors to opportunity for others to succeed.

• Growing talent and people.

• Ensuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status.

• Taking action against discrimination.

• Honoring our differences and how we collaborate.

• Educating staff, patients and the communities we care for.

• Restoring hope and freedom, together.

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• Bachelor's degree in communications, nonprofit management, hospitality or event management, or a related field.

• 3-5 years of professional event planning experience in a nonprofit, healthcare, or fundraising environment.

• Familiarity with and understanding of the West Michigan community.

• Strong organizational and project management skills with excellent attention to detail and the ability to manage multiple priorities.

• Proven ability to manage event budgets responsibly and continuously improve event return on investment.

• Excellent written and verbal communication skills, with the ability to interact professionally with donors, corporate partners, internal stakeholders, and vendors.

• Ability to work independently and collaboratively, exercising sound judgment with minimal supervision in a fast-paced environment.

• Demonstrated commitment to the organization's mission with a flexible, solutions-oriented mindset.

• Proficiency in Microsoft Office and donor database systems.

• Willingness to travel occasionally and participate in evening and weekend activities.

Preferred Job Qualifications

• Experience working in a healthcare and/or non-profit setting

• Experience with Raiser's Edge software

Physical Requirements for Essential Job Qualification

Levels:

• None (No specific requirements)

• Occasionally (Less than 1/3)

• Frequently (1/3 to 2/3)

• Majority (More than 2/3)

Remain in a stationary position: Majority

Traverse or move around work location: Occasionally

Use keyboard: Frequently

Operate or use department specific equipment: None

Ascend/Descend equipment or ladder: None

Position self to accomplish the Essential Functions of the role: None

Receive and communicate information and ideas for understanding: Frequently