Event Planner (2025) Job at The Catholic Health Association of the United States

Overview

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Base pay range

$36.00/hr - $45.00/hr

Event Planner - Summary

The Event Planner, reporting to the Director of Programs and Learning, is responsible for ensuring the seamless execution of both in-person and virtual events. This role requires meticulous planning and coordination to meet the expectations of internal and external stakeholders, third-party vendors, and hospitality partners. Additionally, the Event Planner must ensure all event-related materials are accurate, well-written, and professionally presented. Some travel may be required (about 20%).

Essential Functions

• Consult with customers to determine objectives and requirements for events, such as in-person meetings, conferences, and virtual meetings.
• Monitor event activities to ensure compliance with applicable regulations and laws, participant satisfaction, and resolution of any problems.
• Coordinate details with staff at chosen event sites.
• Serve as CHA liaison with speakers, staff, and vendors.
• Review event bills/invoices for accuracy and approve payment.
• Plan and develop programs, agendas, budgets, and services according to client, SOPs, and organization requirements.
• Coordinate services for in-person events (accommodation, transportation, facilities, catering, signage, displays, printing, accessibility needs, and event security).
• Coordinate services for virtual events (scheduling, video conferencing integration such as Zoom and Microsoft Teams, document sharing, participant management, testing, recording, transcription as needed, task assignment, time zone management, analytics and reporting, deadlines, reminders, and agendas).
• Draft, edit, and proofread program materials, presentations, and other documentation; ensure materials are accurate and professionally presented; maintain consistency in style, tone, and branding.
• Arrange availability of audio-visual equipment; negotiate favorable contracts with service providers and suppliers (hotels, convention centers, speakers).

Location

HOME OFFICE LOCATION: St. Louis, MO office with the ability to work from home subject to CHA’s policies on flexible work arrangements.

Qualifications

Experience: 2+ years of experience in planning and implementing the delivery of live virtual events. Experience in administration of learning management systems or event platform technology desired. 2+ years of experience in in-person meeting/event planning. Knowledge of hospitality industry desired.

• Exhibits strong project management and organizational skills to manage multiple projects with attention to quality, detail, and timeliness.
• Excellent verbal and written communication skills, including strong writing and editing abilities.
• Proven ability to manage and host live virtual events using webcasting platforms (Zoom, WebEx, GoToWebinar, etc.) and live streaming platforms; ability to address/resolve technical issues.
• Ability to perform well under pressure and remain calm in crisis situations.
• Service orientation with the ability to cultivate and maintain internal and external professional relationships.
• Strong negotiation skills for working with suppliers and contractors.
• Advanced PowerPoint skills; proficiency in Microsoft 365 applications (Word, Excel, Teams, etc.). MS Planner or similar project/event management applications preferred.
• Ability to learn new software and engagement tools easily.
• Commitment to adult education and creating an innovative learning environment through training methods appropriate for the setting.

Education/Certification: Bachelor’s degree (or equivalent work experience) in virtual and in-person program planning or related field. CMP designation strongly preferred.

Position pay range

Starting hourly pay: $36.08 – $45.08 per hour. This position is eligible for overtime.

Summary of benefits

Full-time employees are eligible to participate in medical, dental, vision, basic life and AD&D, retirement plan, vacation, sick, and holiday pay, tuition reimbursement, flex spending or health savings account, and other voluntary benefits.

Organizational description

The Catholic Health Association of the United States (CHA) represents more than 600 hospitals and 1,600 long-term care and other health facilities in all 50 states. CHA advances the ministry of the Catholic church in caring for people and communities. We are guided by Respect, Integrity, Stewardship, and Excellence as we advocate for health equity and access to care for all. We promote a culture of inclusion and belonging and empower bold change to elevate human flourishing.