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Date: Nov 26, 2018

Location: Newport Beach, CA, US

Company: Hoag Memorial Hospital Presbyterian

Job Description:

The Manager of Events is primarily responsible for the implementation of Hoag Hospital Foundation events that foster relationships in support of the Foundation’s mission and meet a high quality standard. This professional will lead the management of the event logistics and administration of up to 50 events per year in collaboration with colleagues on the events team to create and implement a high quality experience for guests. The manager will partner with development officers to ensure continuity with the Foundation’s fundraising strategies. The Manager of Events exhibits Hoag Hospital Foundation’s characteristics of integrity, responsibility, caring, and prudent stewardship of Foundation resources. This position reports to the Vice President, Strategic Engagement.


Event Planning and Production

 Manage event logistics to include contract negotiation, food and beverage, event space, supplies and audiovisual equipment, travel arrangements, event signage, and décor (florals, linens, color schemes) to meet the quality expectations of department, committees and volunteers.

 Develop and manage event project plans and timelines that provide adequate lead time for all internal and external stakeholders to plan, complete and deliver.

 Partner with development and campaign liaisons on each project to achieve quality event productions that align with Foundation’s mission.

 Collaborate with the Foundation’s communications team regarding design elements and production for all event communications, media coverage, and videography.

 Oversee all event-related materials, including save-the-date notifications, invitations, programs, agendas, and signage. Work with vendors to obtain quotes and coordinate production.

 Prepare event-related items to include nametags, materials, notebooks, packages, gift bags, registration lists, seating cards.

 Coordinate with donor stewardship services to develop event mailing lists, track event participation, and all data needs.

 Engage leadership and key event participants by providing an event framework, preparing event scenarios, prepping speakers, and including event briefings.

 Provide resources and recommendations to help staff make decisions about event options by conducting research and making site visits.

 Work with vendors and donors to gather auction items or in-kind donations.

 Propose new ideas to improve the event planning and implementation process.

 Serve as liaison with vendors on event-related matters.

 Manage on-site production from pre-event through post-event.

 Work with the appropriate partners to update event micro sites to promote events.

 Close out all events as required.


Event Administration:

 Directly responsible for managing event budgets.

 Assist with preparing budgets and provide periodic progress reports to manager, directors, and vice president for each event project.

 In coordination with executive assistant, track event finances to include check requests, invoices, and reports.

 Coordinate appointments and visits to see our space, and scheduling of events on the calendar.

 Manage volunteers and delegate event responsibilities with clear guidelines and expectations.

 Prepare and modify event contracts as requested


Education, Training and Experience


 Bachelor’s degree. Significant work experience can substitute for the degree.

 At least 3 years of experience in event planning or project management.



 Formal training/ certification in event planning or management.

 Experience working with volunteers and committees.

 Experience in a non-profit environment.


Skills or Other Qualifications


 Excellent written and verbal communication skills, including proof reading skills.

 Ability to manage multiple projects and work assignments from a variety of staff and volunteers.

 Excellent interpersonal skills both in person and by phone. Practiced with high professionalism.

 Ability to accomplish projects with little supervision.

 Excellent customer service, strong work ethic and high expectations for quality.

 Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and Outlook.

 Ability to multi-task and problem solve in a fast-paced environment.






Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

Job Segment: Manager, Project Manager, Management, Research, Technology

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