Event Specialist

Mary Free Bed Rehabilitation Hospital•Grand Rapids, MI

11h

About The Position

The Event Specialist leads the planning, execution, and evaluation of assigned Mary Free Bed Rehabilitation Hospital Foundation fundraising and donor engagement events, including ownership of two signature fundraising events. Under the direction of the Director of Events & Corporate Giving and in partnership with the Foundation events team, the role manages event logistics, vendors, volunteers, communications, budgets, and day-of execution. The specialist also collaborates with colleagues to support fundraising, stewardship, donor recognition, and community engagement events across the Foundation’s broader event portfolio. The role combines independent responsibility for assigned events with collaborative support of the Foundation’s overall event strategy, helping deliver high-quality experiences that strengthen donor engagement, elevate the Foundation’s brand, and contribute to philanthropic revenue growth. The position is full-time and salary-exempt, with listed annual compensation of $67,000–$80,000. It requires occasional travel and participation in evening and weekend activities. The role is based in a values-focused rehabilitation hospital environment committed to patient care, respect, inclusion, teamwork, and restoring hope and freedom through rehabilitation.

Requirements

Bachelor’s degree in communications, nonprofit management, hospitality or event management, or a related field.
3–5 years of professional event planning experience.
Familiarity with and understanding of the West Michigan community.
Strong organizational and project management skills, excellent attention to detail, and the ability to manage multiple priorities.
Ability to manage event budgets responsibly and continuously improve event return on investment.
Excellent written and verbal communication skills and ability to interact professionally with donors, corporate partners, internal stakeholders, and vendors.
Ability to work independently and collaboratively, using sound judgment with minimal supervision in a fast-paced environment.
Demonstrated commitment to the organization’s mission and a flexible, solutions-oriented mindset.
Proficiency in Microsoft Office and donor database systems.
Willingness to travel occasionally and participate in evening and weekend activities.
Ability to remain in a stationary position for the majority of the time and move around the work location occasionally.
Ability to use a keyboard frequently and receive and communicate information and ideas frequently.
Ability to transport, position, and/or exert force up to 10 pounds occasionally.

Nice To Haves

Event planning experience in a nonprofit, healthcare, fundraising, hospitality, or corporate event environment.
Experience working in a healthcare and/or nonprofit setting.
Experience with Raiser’s Edge software.
Experience with event registration platforms or project management tools.

Responsibilities

Lead planning and execution of assigned Foundation fundraising and donor engagement events, including two signature events.
Serve as project manager for assigned events, maintaining timelines, budgets, project plans, and event documentation.
Partner with Foundation colleagues to support fundraising, stewardship, donor recognition, and community events.
Provide logistical and day-of support for events led by other members of the Events & Corporate Giving team.
Collaborate with internal stakeholders, vendors, volunteers, and community partners to achieve event goals.
Coordinate registration, guest communications, seating, accessibility accommodations, volunteers, and event materials.
Work with donor relations and the operations administrator to ensure accurate and timely management of event-related constituent records and reporting.
Identify, coordinate, and manage external vendors and service providers, including venues, catering, audiovisual, décor, rentals, entertainment, and printing.
Manage vendor contracts, invoices, and payment processes in accordance with Foundation and hospital policies.
Coordinate with internal departments and external partners to ensure event elements meet expectations and timelines.
Develop and manage event budgets, track expenses, and deliver events within approved financial parameters.
Support revenue-generation efforts through sponsorship benefit fulfillment, donor recognition, and stewardship coordination.
Assist with post-event financial reconciliation and reporting, including expense tracking and return-on-investment analysis.
Support development and distribution of event communications and materials, including invitations, signage, attendee communications, and event collateral.
Maintain accurate event information across communications, registration platforms, and event materials.
Track and maintain accurate event documentation, timelines, and records.
Compile post-event summaries covering attendance, revenue, expenses, and key takeaways.
Document lessons learned and recommend improvements for future events.
Demonstrate excellent customer service and standards of behavior, and encourage, coach, and monitor those standards in team members.
Promote teamwork and direct communication with coworkers, and handle confidential information discreetly and sensitively.
Identify problems and seek solutions; promote patient and family satisfaction and participate in departmental customer-service monitoring and reporting efforts.
Participate in evening and weekend activities and travel occasionally.