Event Production Specialist - Hybrid

All the benefits and perks you need for you and your family:

• Benefits from Day One

• Career Development

• Whole Person Wellbeing Resources

• Mental Health Resources and Support

Our promise to you:

Joining AdventHealth is about being part of something bigger. It's about belonging to a community that believes in the wholeness of each person, and serves to uplift others in body, mind and spirit. AdventHealth is a place where you can thrive professionally, and grow spiritually, by Extending the Healing Ministry of Christ. Where you will be valued for who you are and the unique experiences you bring to our purpose-minded team. All while understanding that together we are even better.

Shift : Monday-Friday

Job Location : Hybrid

The role you'll contribute:

The Event Production Specialist works under the executive leadership event manager and collaborates with other team members to plan, coordinate and execute all facets of AdventHealth corporate and Central Florida Division events and meetings. The Specialist will assist the Manager with internal events, elements of which include, but are not limited to, event operations, agenda development, preparation and proofing of written/graphic materials, show-flow development, pre-production meetings, vendor/site research, contract negotiation, expense management, food and beverage selection, audio visual management, budget reconciliation, participate in outstanding customer service and event analysis and statistics, including client/attendee engagement.

The value you'll bring to the team:

• Demonstrates through behavior AdventHealth' s core values of Quality and Service Excellence, Community Well- being, High Ethical Standards, Stewardship and Inclusiveness
• Manages coordination of events from concept to on-site implementation.
• Schedules and attends all event planning meetings with internal team.
• Schedules and leads out on stakeholder production meetings.
• Expert in show flow creation.
• Leads out on show flow review with internal team and vendors.
• Leads pre-event detailed logistic meetings to educate the internal team.
• Leads on-site logistics during events to ensure proper flow, set up, and manages details.
• Manages staff and vendors at chosen event site in order to coordinate details.
• Reviews event invoices for accuracy and acquires approval for payment.
• Maintains records of all event aspects including budget summary.
• Uses event cost projection to present innovative and experience elements to stakeholders.
• Leads in creation of venue RFPs and sourcing.
• Collaborates with event stakeholders and key decision-makers to clearly identify and establish event objectives, needs, and communication guidelines for project updating and event budgeting.
• Provides expert process, coordination, and solutions to ensure successful real-time execution during event operations, including sufficiency of facilities and food, quality and availability of materials, presence of clear signage, direction of staff and set- up/implementation of the event itself
  • Must demonstrate flexibility and willingness to support colleagues.
  
  • Identify and manage potential issues and opportunities that would impact desired event production objectives. Develop comprehensive organizational improvement plans to address identified needs.
  
  • Provides leadership and mentoring to event production partners.
  
  • Completes projects and publishes content within established or adjusted budget and agreed upon time frames.
  
  • Leads the production and execution of events at assigned facilities/business units, venues, and studios.
  
  • Analyze post-event data metrics/survey results, virtual attendee engagement, and report on event effectiveness with internal and external clients; optimize future events based on the results of this analysis
  
  • Uses post-event feedback to provide future agenda topics to stakeholders.
  
  • Works collaboratively with Creative team, providing clear objectives and goals, with timely feedback and reasonable deadlines for development of effective deliverables.
  
  • Subject matter expert on new event industry related trends.
  
  • Intermediate subject matter expert on using CVENT technologies (or comparable technologies) for event registration.
  Identifies and manages potential issues and opportunities that would impact desired experience production objectives. Provides thoughtful and efficient solutions to manager, director, and/or stakeholder in real time as potential issues arise. Works well within the organizational framework to achieve departmental goals and objectives.

Qualifications
The expertise and experiences you'll need to succeed:

EDUCATION AND EXPERIENCE REQUIRED:

• Bachelor's degree in event production, marketing, communications, or related field

• 3-years' experience in relevant field and current trade certifications (AV)

KNOWLEDGE AND EXPERIENCE STRONGLY REQUIRED:

• Proven experience as an events planner or organizer

• Professional presence in communicating and interacting with leaders, diverse populations, team members internally and in the community

• Excellent time management, verbal communication, and written communication skills

• Sales skills and ability to build productive business relationships

• Ability to manage multiple projects independently and make appropriate decisions while prioritizing effectively

• Flexibility and adaptability to change

• Strong attention to detail

• Excellent customer service skills

• Proficient computer and design skills, including MS Office suite and Adobe design software

• Ability to provide strategic thought partnership with multiple leadership teams

• Develop management control systems to aid in financial planning and cost analysis, and design planning and control systems to coordinate activities and ensure product quality. Ensures cost and budget and quality objectives are met for designed experiences. Processes invoices.

• Executive decision making and critical thinking using best judgement and experience while identifying alternatives when making timely decisions as needed by the client

• Self-starter with ability to implement initiatives in a strategic manner with minimal supervision

KNOWLEDGE AND EXPERIENCE PREFERRED:

• Flexible schedule and some travel required during certain time periods
• Ability to work collaboratively with others
• Strong teamwork skills required
• Excellent ability to establish rapport with others and ability to build strong interpersonal relationships
• Great customer service with positive energy
• Exhibit good judgment and decision-making skills
• Certified Meeting Planner certification

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