Events Coordinator - Horizon House (CCRC)

Schedule: Monday-Friday 9:00 AM - 5:00 PM

Status: Full-Time

Compensation: $31.01-$38.22

Summary

The Events Coordinator is a key position supporting the marketing efforts for the sales department. This professional ensures that Horizon House’s sales events and marketing campaigns are planned and executed well and within budget. The Events Coordinator collaborates with multiple stakeholders to ensure events are well planned and coordinated – creating positive impressions among prospective residents and guests. This professional is creative, pays attention to detail, has strong interpersonal skills, keeps calm under pressure, and is adept at working collaboratively with individuals both inside and outside Horizon House.

Essential Job Duties

• Partner with key departments and residents within Horizon House to create smooth and successful event experiences and work collaboratively with the Horizon House Event and Program Administrator coordinate the event schedule/calendar.
• Negotiate contracts with service providers and suppliers such as venues and speakers.
• Work within the established budget for events and activities, proposing expenses and ensuring adherence to financial guidelines. Coordinate approved payments and purchases in alignment with organizational policies.
• Coordinate services for events such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing, and event parking.?
• Inspect event facilities for quality control.
• Provide day of event support to ensure that events run smoothly and monitor event activities to ensure attendees satisfaction, and resolution of any problems that arise.
• Train and lead volunteers and support staff needed for events.
• Develop and maintain systems, processes, guidelines, and procedures.
• Collect feedback from sales team, residents and other staff following the event for process improvement.
• Uses Customer Relationship Management system to communicate with prospective residents, input, monitor, track, and report on event related data and metrics.
• Attend meetings with sales and marketing firm, sales team, and the Horizon House Event and Program Administrator
• Assist in marketing campaigns with administrative support and coordination.
• Participates in sales and marketing planning meetings with sales and marketing partner to plan and report on events.
• Effectively manage multiple projects and tasks by prioritizing deadlines, resolving challenges, and exercising sound judgment to make informed decisions.

Secondary Job Duties

• Complete other duties and projects as assigned by management.

Essential Experience/Knowledge/Education/Specialized Training

• High School Diploma or equivalent
• (2) years of event coordination experience, including the organization, planning, and execution.
• Proficiency with Microsoft Office products including Word, PowerPoint, Excel, Outlook, Teams, and comfort/familiarity with various web-based computer systems.
• Proficiency with CRM Software is preferred, but not required.
• Maintain a high level of professionalism, customer service and patience with a goal of problem solving.
• Ability to organize, plan, and execute events to fulfill organizational goals and initiatives.
• Skilled in managing timelines, budgets, and logistics.
• Willingness and patience to respond to the needs of seniors.
• Strong organizational and time-management skills, with the ability to multitask and meet deadlines effectively.
• Excellent interpersonal and communication skills, with the ability to connect with seniors and build relationships.
• Exceptional support to potential residents, seniors, families, and existing residents during events and interactions.
• Ability to provide exceptional customer service to residents, guests, staff, and all others.
• Flexibility to work evenings and weekends as needed.

Confidentiality Requirements

Employee accesses, uses and/or discloses Protected Health Information, as defined by HIPAA, only to the extent minimally necessary to accomplish essential job functions. Employee practices appropriate safeguards to prevent unauthorized access, use and/or disclosure of PHR (paper, electronic and oral) within his/her work area.