Event Planner (2025)

EVENT PLANNER

Position 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 the internal and external stakeholders, third-party vendors, and/or hospitality partners. Additionally, the Event Planner must ensure all event-related materials are accurate, well-written, and professionally presented.

Key responsibilities include organizing and supporting a diverse range of events, such as organizational conferences and workshops, live webinars, broadcasts, virtual conferences, and simulive programs. This position will manage the entire logistical process, from initial set-up and delivery to hosting the live event and conducting post-event analysis and follow-up.

Some travel may be required (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, the satisfaction of leaders and participants, and the resolution of any problems that arise.
• Confer with staff at a chosen event site to coordinate details.
• 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, standard operating procedures, and organization requirements.
• Coordinate services for in-person events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing, and event security as needed.
• Coordinate services for virtual events, such as scheduling, video conferencing integration (such as Zoom and Microsoft Teams), document sharing, participant management and other collaboration tools, testing, recording and transcription (as needed), task assignment and tracking, time zone management, analytics and reporting, and creating deadlines, reminders, and agendas.
• Draft, edit, and proofread program materials, presentations, and other documentation.
• Ensure all written materials are accurate, clear, and professionally presented.
• Maintain consistency in style, tone, and branding across all documents.
• Arrange the availability of audio-visual equipment.
• Negotiate favorable contracts with service providers and suppliers such as hotels, convention centers, and speakers.
  
  
  

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.

Skills, Knowledge, and Ability:

• Exhibits strong project management and organizational skills to ensure successful management of multiple projects, meeting quality standards for accuracy, attention to detail, and timeliness.
• Excellent verbal and written communication skills, as well as strong writing and editing skills required.
• Proven ability to manage and host live virtual events using Webcasting platforms such as Zoom, WebEx, GoToWebinar, etc. and live streaming event platforms.
• Proven ability to address/resolve technical issues associated with Webcasting platforms.
• The ability to perform well under pressure and remain calm in crisis situations.
• Exhibits a service orientation with the ability to cultivate and maintain internal and external professional relationships.
• Strong negotiation skills to effectively deal with suppliers and contractors.
• Advanced PowerPoint skills required. Must be proficient in other Microsoft 365 applications (Word, Excel, Teams, etc.). MS Planner or similar project/event management applications are preferred.
• An ability to learn new software and engagement tools with ease.
• Proven commitment to adult education and creating an innovative learning environment through training/instructional methods and procedures appropriate for the situation.
  
  
  

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. Our organization is committed to fostering a dynamic and inclusive work environment. We believe in recognizing and rewarding talent, so the salary for this position is commensurate with the market and qualifications of the candidate.

Summary Of Benefits

In addition to competitive compensation, we take pride in offering excellent benefits that support our employees' well-being and professional growth. Full-time employees are eligible to participate in the following benefit programs: 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), representing more than 600 hospitals and 1,600 long-term care and other health facilities in all 50 states, advances the ministry of the Catholic church in caring for people and communities. Grounded by our core values of Respect, Integrity, Stewardship, and Excellence, CHA team members work collaboratively to bring hope and healing to those we serve as we advocate for health equity and access to care for all. CHA and our members promote a culture of inclusion and belonging that brings together people of diverse faiths and backgrounds in our belief that every person is a treasure, every life a sacred gift, and every human being a unity of body, mind, and spirit. Through our mission and values, we will empower bold change to elevate human flourishing.