Event Coordinator

Sharp HealthCare • San Diego, CA

2d • Onsite

About The Position

In collaboration with the SPIEC Manager, the Event Operations Specialist for SPIEC (Sharp Prebys Innovation and Education Center) provides key operational support to further strategic initiatives at the SPIEC. Primary responsibilities include 1) coordinating all event day operations to exceed client expectations and deliver the optimal Sharp Experience on every occasion; 2) On site Events are designed to be delivered with zero defects as frequently as possible; 3) continuous process improvement.

Requirements

• Bachelor's Degree in Hospitality Management, Marketing, communications, public relations, or a related field.
• 3 Years experience in marketing, event planning and communications in a corporate, agency or healthcare environment.
• 2 Years experience with Event Guru or similar event management software
• Critical thinking, ethical decision making and problem-solving skills are a necessity.
• Must be an exemplar of Sharp's behavior standards while on-stage.
• Exceptional communication skills with an ability to communicate respectfully and empathically to audiences of diverse backgrounds and communication styles.
• Strong organizational and time management skills.
• Client focused with attention to detail and the ability to be accountable for results.
• Ability to be responsive in a dynamic environment with emerging opportunities.
• Excellent interpersonal skills and ability to establish positive relationships, with various levels of staff and vendors.
• Advanced proficiency with MS Office (Word, PowerPoint, Excel, Outlook, Publisher).
• Ability to occasionally work nights and weekends is required.

Nice To Haves

• Certification in event management preferred

Responsibilities

• Build and maintain a positive perception of the SPIEC within Sharp and the San Diego community by delivering an exceptional event experience
• Coordinate across multiple departments including catering, AV, security, facilities, etc. to ensure cohesive event execution.
• Collaborate with the catering manager to make sure orders are placed and will work with the timeline of the event.
• Serve as the primary point of contact for SPIEC clients and vendors once scheduled ensuring a smooth transition for the management of all details pertaining to their scheduled event day.
• Develop ideas and incorporate best practices that exemplify The Sharp Experience into all client interactions
• Establish operating guidelines, standard work protocols and procedures for the events held in the SPIEC
• Provide event planning services for internal and external groups hosting events at the SPIEC.
• Develop, schedule and coordinate room set ups in collaboration third party vendors in collaboration with internal and external clients.
• Orchestrate facility tours and promotional events to generate leads for future events, manage client concerns and address potential issues in real time.
• Coordinate meetings that improve operations at the SPIEC including the quarterly SPIEC operations meeting and the weekly Ops meeting.
• Attend SPIEC Exec Steering Meeting as needed.
• Develop proactive working relationships with all levels of leadership both within and outside of Sharp HealthCare. This position interacts with everyone from C-suite level executives and physicians to internal and external event planners and the community at large.
• Onboard and train new event staff on day-to-day operations and procedures.
• Delivers The Sharp Experience by creating experiences that exceed customer expectations.
• Collaborates with clients to inquire about their event goals and makes suggestions to improve the experience.
• Assures a zero-defect event as frequently as possible by maintain open, friendly communication with the event contact on all aspects of event specifications.
• Coordinates every aspect of client specifications with internal stakeholders (i.e., proper room setup, function times, audio visual, menu selections, on-site/off site events and activities, guest speaker needs) to ensure proper execution on event day.
• Proactively anticipates and resolves any issues that arise during the event and provides service recovery measures.
• Recruit, train, and manage volunteers on day(s) of even. Ensures each has the appropriate knowledge to be successful at the event and is recognized and rewarded for their contributions post event.
• Supervises event room setup and breakdown, inventory, and proper packing up and labeling of supplies.
• Document post event learnings and incorporate notes into standard work documents and guest guides for continuous improvement of the client experience.
• Evaluate and develop recommendations to improve SPIEC Operations procedures and policies in partnership with the SPIEC Manager and CXO.
• Proactively address client needs and manage continuous improvements to SPIEC operations and services.
• Update the SPIEC Manager and Chief Experience Officer on all operational opportunities that need to be addressed by executive leadership.
• Incorporate continual improvement learning to improve growth and service opportunities, and industry trends by reviewing professional literature, networking, attending relevant workshops, webinars and key trainings.
• Complete special assignments and other duties as assigned that support The Sharp Experience such as event coordination roles for Leadership Development and or All Staff events.

Benefits

• Sharp HealthCare is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability or any other protected class

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level