Event Specialist

Mary Free Bed Rehabilitation Hospital•Grand Rapids, MI

21h•$67,000 - $80,000

About The Position

The Event Specialist leads the planning, execution, and evaluation of assigned Foundation fundraising and donor engagement events, including ownership of two signature events that advance the mission and revenue goals of the Mary Free Bed Rehabilitation Hospital Foundation. Working under the direction of the Director of Events & Corporate Giving and in partnership with the Foundation events team, the role manages event logistics, vendor relationships, volunteer coordination, communications, and day-of execution. The position also collaborates with the Foundation events team to support fundraising, stewardship, and community engagement events across the broader event portfolio. It balances independent ownership of assigned events with collaborative support of the Foundation’s overall events strategy, delivering experiences intended to strengthen donor engagement, elevate the Foundation’s brand, and contribute to philanthropic revenue growth.

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 ability to manage multiple priorities.
Ability to manage event budgets responsibly and continuously improve event return on investment.
Excellent written and verbal communication skills, including professional interaction 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 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.

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 ownership of 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 event logistics, including registration, guest communications, seating, accessibility accommodations, volunteers, and 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.
Collaborate with internal departments and external partners to ensure event elements align with expectations and timelines.
Develop and manage event budgets, track expenses, and ensure events stay within approved financial parameters.
Support revenue-generation efforts through sponsorship benefits 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, including attendance, revenue, expenses, and key takeaways.
Document lessons learned and recommend enhancements for future events.
Demonstrate excellent customer service and behavioral standards; encourage, coach, and monitor these standards in team members.
Promote teamwork and direct communication with co-workers, and handle confidential information discreetly and sensitively.
Identify problems and seek solutions, promote patient and family satisfaction where possible, and participate in departmental efforts to monitor and report customer service.