Event Facilitator

Memorial Health•Springfield, IL

2d•$28 - $43

About The Position

Supports and coordinates the planning, execution, and evaluation of internal and select external events that advance the enterprise strategic priorities, culture and brand. This role collaborates with Marketing & Communications team members, particularly Business Partners, and operational and service line staff to deliver engaging, well-coordinated events that inform, educate, connect, and inspire employees, providers and community stakeholders. The Event Coordinator manages logistics, timelines and vendor coordination for a wide range of events—primarily internal initiatives such as leadership meetings, employee engagement events, town halls, celebrations, and special celebratory events—while also supporting select external events including community outreach, conferences and brand activations. Embodies the Memorial Health System values of Safety, Integrity, Quality and Stewardship, in support of our mission, vision and goals.

Requirements

Bachelor’s or associate’s degree in marketing, hospitality, public relations, communications or related field required.
Minimum three years’ experience in event coordination or community outreach experience required.
Strong organizational skills with the ability to manage multiple projects simultaneously in a fast-paced environment with multiple deadlines.
Highly organized and detail-oriented, with excellent time management and prioritization abilities.
Proven ability to keep work moving forward while managing competing deadlines and priorities.
Proactive idea generator and problem solver with ability to anticipate challenges and solutions.
Deep familiarity with internal Memorial Health audience segments, and Memorial Health’s brand and voice.
Strong familiarity with Memorial Health meeting room capacity, facilities and community event spaces.
Strong understanding of virtual and hybrid event and meeting platforms, registration and tracking tools and basic AV coordination for virtual, hybrid and in-person events.
Strong relationships with Memorial Health departments who support events, such as IT, Facilities and others, and with external community event center managers.
Clear, confident communicator with excellent verbal, written and customer service skills.
Ability to quickly learn new tools, systems and workflows.
Ability to establish clear expectations, foster accountability and build collaborative team cultures. A commitment to working cross collaboratively with Marketing & Communications team members.
A firm grasp of marketing and communications processes, including creative development, digital production and approvals.
Proficient in all adopted marketing and communications programs and platforms, particularly those such as SmartSheet and WorkVivo adopted for project coordination and communications.
Proficient in Microsoft Office suite including Word, Power Point, Excel and other programs identified by the department and organization for communications functions.
Commitment to professional development and continuous improvement.

Nice To Haves

Event coordination or community outreach experience, particularly in the healthcare setting, strongly preferred.

Responsibilities

Supports the Director of Marketing and Brand in enterprise-wide marketing functions.
Serves as a central point of contact for event-related communication and coordination
Collaborates with Marketing Business Partners and departments to proactively plan and coordinate internal events including employee meetings, leadership forums, recognition events, town halls, trainings, and system-wide initiatives.
Supports select external-facing events such as conferences, community programs, recruitment events, and sponsored engagements.
Develops detailed event plans, timelines, run-of-show documents and post-event recaps.
Collaborates with Marketing and Communications team members to effectively create event materials and promote them internally and externally.
Collaborates with internal stakeholders such as HR, Executive Leadership, Clinical Leadership, Operations, IT, Facilities, Security and others to ensure seamless execution of events.
Coordinates venues, room setups, AV/production, catering, registration tools, signage and on-site support.
Manages relationships with vendors, venues and internal service teams.
Supports budget tracking, purchase orders, and invoicing in alignment with department guidelines.
Ensures events are inclusive, accessible and reflect the organization’s mission and values.
Supports virtual and hybrid event formats, including livestreams and internal platforms. Works closely with Internal Communications and Digital Experience teams to effectively plan and execute.
Develops event metrics, evaluation tools and feedback loops to gather information and evaluate event success using attendance, engagement, and other qualitative and quantitative insights
Identifies opportunities to improve processes, tools, and attendee experience
Using the adopted project management tool such as SmartSheet, develops and manages project timelines, milestones and deliverables.
Follows and supports an enterprise-wide marketing plan with initiatives that are data-informed, results driven and aligned with standards of excellence.
Stewards the Memorial Health System brand, ensuring consistent, high-quality brand expression across all channels and platforms. Leverages automated systems and processes when possible.
Adopts and uses department and organizational AI tools, leveraging them to continually advance the work and improve experience.
Develops annual goals consistent with Memorial Health System’s Strategic Plan and Goals, and monitors the status of goal achievement using 30-day action plans.
Maintains professional affiliations as appropriate. Enhances professional growth and development through participation in continuing education, in-service meetings/seminars and workshops.
Performs other related work as required or requested.