Event Planning and Strategy Manager

adventhealth; Orlando (FL); On-site; USD 60,151 - 111,886; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

Job summary

AdventHealth is seeking an experienced events coordinator to manage planning, vendor sourcing, and on-site execution for large meetings and conferences. You will coordinate cross-functional teams, negotiate contracts, and ensure excellent attendee experiences across global events.

You will build relationships with venues, manage AV/F&B needs, track KPIs, and implement improvements to the event process. The role requires strong communication and a proactive, collaborative approach.

Qualifications

• Excellent communication skills required.
• Experience planning large meetings or conferences is required.
• Proven ability to source venues and negotiate contracts.

Responsibilities

• Coordinate event planning across cross-functional partnerships.
• Source hotels and venues for international guests, staff, VIPs, and attendees, negotiate rates and contracts.
• Books and coordinates arrivals and departures, meeting spaces with AV and F&B requirements.
• Develops KPI frameworks, tracks and reports on metrics for each event.
• Negotiate with vendors for best terms and manage vendor relationships.

Skills

Excellent communication

Flexibility

Attention to detail

Project management

Digital media trends

Team collaboration

Microsoft Office

Vendor management

Large meetings experience

Negotiation

Executive interaction

Independent work

Creativity

Education

Bachelor's degree

Tools

CVENT

Microsoft Office

Job description

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.

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

• Benefits from Day One: Medical, Dental, Vision Insurance, Life Insurance, Disability Insurance
• Paid Time Off from Day One
• 403-B Retirement Plan
• 4 Weeks 100% Paid Parental Leave
• Career Development
• Whole Person Well-being Resources
• Mental Health Resources and Support
• Pet Benefits

Schedule:

Full time

Shift:

Day (United States of America)

Address:

900 HOPE WAY

City:

ALTAMONTE SPRINGS

State:

Florida

Postal Code:

32714

Job Description:

Leverages cross-functional partnerships within AdventHealth to enhance event planning efficiency. Builds and fosters relationships with clients to identify their needs and ensure customer satisfaction through post-event surveys. Sources and manages hotels and venues for international guests, staff, VIPs, and attendees, negotiating rates and contracts, as well as airfare, ground transportation, local staffing, and local vendors. Books and coordinates arrivals and departures, meeting spaces with AV and F&B requirements, and social activities, including dinners and special events. Procures and organizes all vouchers, tickets, credentials, and itineraries for confirmed services. Develops measurement frameworks, tracks, and reports on KPIs for each event. Proposes new ideas to improve the event planning and implementation process. Negotiates with vendors to achieve the most favourable terms for goods and services. Co‑manages vendor relationships, including agencies, vendors, and caterers. Requires three vendor quotes prior to selection and manages the preferred vendor list for the respective division. Acts as a subject‑matter expert on new event industry‑related trends and the use of CVENT technologies (or other relatable technology) for event registration. Provides the Event Director with solutions to issues that arise in real‑time. Other duties as assigned

Knowledge, Skills, and Abilities:

• Excellent communication skills (verbal and written) [Required]
• Flexibility and adaptability to change [Required]
• Strong attention to detail [Required]
• Highly organised with project‑management experience [Required]
• Understanding of digital media trends and technology tools [Required]
• Ability to work well within a team that is cross functional and located in different offices [Required]
• Proficient in the Microsoft suite of software (Word, Excel and PowerPoint) [Required]
• Experience working with hotel management, catering services and vendors [Required]
• Experience managing all aspects of larger meetings, events and conferences [Required]
• Experience with negotiating hotel/venue and vendor contracts [Required]
• Ability to interface with senior executives and VIPs [Required]
• Ability to work independently without supervision, be self‑directed and demonstrate initiative [Required]
• Ability to be creative and innovative [Required]
• Flexible schedule and some travel required during certain time periods [Preferred]
• Ability to work collaboratively with others [Preferred]
• Strong teamwork skills required [Preferred]
• Excellent ability to establish rapport with others and ability to build strong interpersonal relationships [Preferred]
• Great customer service with positive energy [Preferred]
• Exhibit good judgement and decision‑making skills [Preferred]

Education:

• Bachelor's [Required]

Field of Study:

• in Marketing, Communication, Business or related field

Work Experience:

• N/A

Additional Information:

• N/A

Licenses and Certifications:

• N/A

Physical Requirements:

Please click the link below to view work requirements

Physical Requirements - https://tinyurl.com/23km2677

Pay Range:

$60,151.66 - $111,886.39

Background Screening Requirement (Florida Law)

Certain positions are subject Florida Level 2 background screening, including fingerprinting, as required by state law.

Applicants may review general information about Florida’s background screening requirements at the Florida Care Provider Background Screening Clearinghouse: https://info.flclearinghouse.com/

This facility is an equal opportunity employer and complies with federal, state and local anti‑discrimination laws, regulations and ordinances.