Events and Marketing Specialist

About the position

The Events and Marketing Specialist is responsible for coordinating internal events and marketing-related duties on a professional level in specialized functional areas. This role involves a variety of administrative and operational tasks to ensure the smooth execution of events and marketing initiatives.

Responsibilities

• Coordinating department administrative duties.
• Updating task assignments and due dates on Monday.com and coordinating reminders to the team when necessary.
• Requesting quotes from multiple advertising vendors.
• Processing and tracking all accounts payable transactions within the Marketing and Communications division (i.e., invoices from vendors, receipts from subscriptions, check requests, etc.).
• Managing vendor relations and coordinating communications with vendors, including thank you cards or scope of work.
• Processing sponsorships and delivering on sponsorship activation, ensuring contract obligations are fulfilled by sponsored parties and executing all marketing requests, including sending graphics and coordinating ticket giveaways.
• Maintaining current dignitary and community leader databases in market areas.
• Producing photography and videography at FHCN-produced Community Health events.
• Maintaining inventory, including archive files of photography, artwork, and videos.
• Keeping an inventory record of marketing giveaways, such as pens, totes, mugs, etc.
• Cross-training to serve as support or backup to all Marketing/Communications positions in the event of absence in said position.
• Developing, recommending, and implementing the network's Employee and Corporate Event programs.
• Recommending employee and corporate event initiatives and themes that reinforce Family HealthCare Networks’ business goals, vision, mission, and culture.
• Coordinating the FHCN Fun Committee to recommend employee events.
• Reporting insights and trends with the Marketing and Communications Manager to drive more effective/efficient employee and corporate event programs and outcomes.
• Managing the production of all internal and external corporate events, including the FHCN Gala, Tenure Awards, mixers, picnics, etc.
• Planning and executing logistics for FHCN Grand Openings and Ground Breakings from inception to completion.
• Managing events calendar and meeting all event production deadlines.
• Managing vendor contracts and communications with stakeholders and vendors.
• Managing guest communications and registration of all events.
• Acting as the lead point of contact at all Network employee recognition events and participating in the events.
• Completing event recaps and budget reviews.
• Launching the annual FHCN Anita de la Vega Scholarship Fund.
• Communicating with local high schools and junior colleges to promote scholarship opportunities across four counties.
• Coordinating and leading the Anita de la Vega Scholarship Fund Committee.
• Developing and meeting timelines to execute the annual scholarship application cycle, review, and distribution of funds.
• Performing other duties as assigned.

Requirements

• Bachelor’s Degree program with a recognized major or comparable experience.
• Two years of event planning experience in a similar role with proven performance.
• Two years of marketing experience in a similar role with proven performance.
• Advanced knowledge of Business and event production experience.
• Advanced proficiency in Adobe Creative Suite (InDesign, Illustrator, and Photoshop) and CANVA.
• Ability to prepare documents in Microsoft Word, including creating tables, charts, graphs, and other elements.
• Ability to use Microsoft Excel to review and compile data, including formulas, functions, lookup tables, and other standard spreadsheet elements.
• Ability to create dynamic presentations in Microsoft PowerPoint.
• Valid California Driver License.