Events, Membership, and Partner Fulfillment Specialist

Washington State Hospital Association; Seattle (WA); Hybrid; USD 56,000 - 81,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Life and Disability Insurance

Supplemental Life and ADD

401k with match

Vacation 2-4 weeks

Wellness Week

Holidays and personal days

EAP

Transportation assistance

Job summary

Washington State Hospital Association in Seattle is seeking an Events, Membership, and Partner Fulfillment Specialist to support signature events and the Member Engagement program. You will manage timelines, budgets, registrations, and vendor relationships for in-person and virtual programs.

Collaborating with the Events, Membership, and Partner Fulfillment team, you’ll lead on-site coordination, ensure logistics run smoothly, and help grow the Member Engagement Partner program while upholding

Qualifications

• 3+ years in event planning or member engagement (or admin with event/sales support).
• Bachelor’s degree strongly preferred.
• Excellent written and oral communication and proofreading.
• Attention to detail and organizational skills.
• Ability to manage multiple priorities and deadlines.
• Strong professionalism and customer service skills.

Responsibilities

• Plan and execute large-scale virtual and in-person member engagement events.
• Provide operational, logistical, and attendee support for events and partner programs.
• Coordinate registration, budgeting, vendor management, and on-site leadership.
• Maintain event calendars, materials, and branding collateral.
• Support sponsor billing and member engagement data tracking.
• Collaborate with cross-functional teams across WSHA departments.

Skills

Event planning

Member engagement

Administration

Vendor management

Budget management

Registration processes

Communication

Customer service

Teamwork

Education

High School diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Office

Zoom

PowerPoint

Adobe Acrobat

Job description

Job Title: Events, Membership, and Partner Fulfillment SpecialistDepartment: Member Engagement & CommunicationsReports to: Senior Director, Member EngagementLocation: Seattle, WAHybrid Work OpportunitySalary: $56,202-$81,498The hiring range for this position is generally centered around the midpoint of the posted salary range. Placement within the range will depend on qualifications, experience, demonstrated capabilities, and internal equity considerations.Benefits:Medical, Dental, Vision, Life, LTD, ADD, Supplemental Life and ADD, FSA (Dependent/Health), Safe Harbor 401K with Match, Vacation 2-4 weeks, End of year Wellness Week from 12/25 and 1/2, 9 Holidays, 2 Personal Holidays, EAP, and Transportation Assistance.FLSA Job StatusHourly Non-exempt, Full-timePosition Summary:Working under the oversight of the Senior Director, Member Engagement and in close partnership with the Events, Membership, and Partner Fulfillment Specialist helps implement and ensure the success of signature events, fulfillment of partnership sales and independently plans, manages and executes smaller member engagement events including a selection of member engagement activities initiated by other WSHA departments. Across all platforms and in all situations, the Specialist is responsible for exhibiting professionalism under pressure, taking ownership of time-sensitive processes and proactively completing projects in an organized manner that honors WSHA standards and values.Essential Duties and Responsibilities:Exhibits a high degree of personal initiative, ability to manage multiple priorities, independent follow-through on work assignments, excellent oral and written communication skills and demonstrates aptitude for supporting complex in-person and virtual events.Supports the Member Engagement Program Manager in the planning and execution of large-scale, high-visibility virtual and in-person member engagement events providing operational, logistical and attendee support to ensure successful outcomes.Independently plans, manages and executes smaller member engagement events, serving as the primary owner responsible for timelines, budgets, communications, stakeholder coordination, vendor management and onsite leadership.Completes event-related logistical planning tasks as assigned.Acts as the principal point of contact for event venue identification and with oversight participates in the contracting process.Coordinates registration efforts, including website, email and registration platforms.Prepares all materials and supplies for in-person events including inventory management and ordering of event supplies.Provides planning expertise and serves as on-site support as needed to execute WSHA member engagements outside of the MemComms department (ie advocacy trips, Board of Directors gatherings, Clinical Excellence initiatives, other ad hoc educational programs and social functions).Serves on the planning committee for WSHA staff morale events, including the annual staff advance.Maintains the wsha.org events calendar, event webpages and internal WSHA Calendar event entries.Proofreads and edits visual marketing and event collateral, PowerPoint presentations, brochures, fact sheets, signage etc. that adheres to WSHA brand standards.Manages back-end processes of the sales cycle and fulfillment of the Member Engagement Partner program benefits.Performs research to generate new business leads for the Member Engagement Partner program.Helps maintain accurate and updated records of all sales efforts for the Member Engagement Partner program.Supports the Member Engagement Program Manager to ensure the sponsor billing process is initiated, tracked and balanced in an accurate, timely manner.Maintains a service-oriented approach in all interactions and effectively manages interpersonal relations with a wide range of stakeholders: hospital member, internal peers and leadership throughout WSHA, Washington Hospital Services, Member Engagement and Preferred partners, and external parties including venues, speaker representatives and vendors.Oversees the Member Engagement Parter program member database to ensure data integrity and accuracy.Responsible for ensuring the Member Engagement Partner listings are maintained and accurately reflected in the online member directory.Tracks event registration and participation data to drive progress toward member engagement goals.Provides technical assistance to members for login, password and registration-related inquiries.Supervisory Responsibilities:This position does not have supervisory responsibilities.Qualifications:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and have a strong desire to learn new skills on an ongoing basis. The requirements listed below are representative of the knowledge, skill, and/or ability required.Education/Experience:High School diploma or equivalent is required; a bachelor’s degree is strongly preferred.3+ years of experience in event planning, member engagement or an administrative role with a strong meeting/event/sales support component.Skills & Abilities:Ability to manage complex projects with changing deadlines and dependence on others.Consistently demonstrate initiative, independence, and follow-through in task and project completion.Excellent attention to detail and organizational management.Ability to manage event schedules, logistics, budgets, marketing, registration processes, etc.Must possess strong professionalism and customer service skills.Excellent written and oral communication skills and proofreading ability.Critical thinking and problem solving under pressure.Strong teamwork skills.Basic understanding of the sales process and best practices.Access to a vehicle and ability to periodically travel in the Puget Sound area and Eastern/Central WA.Comfortable giving and receiving constructive feedback to colleagues and supervisors.Computer Skills:Proficiency with computers and software is required, including Microsoft Office Suite (Outlook, Word, Excel, Teams, OneDrive, SharePoint and PowerPoint).Proficiency with Zoom, or very similar web-based event platform.Basic knowledge of event-related audio-visual equipment and setup needs.Ability to learn and navigate a variety of web-based tools for conducting surveys, web conferences, web site management, membership database, online registration, etc.Strong comfort level in learning and utilizing meeting and office technology and assisting others in its use.Experience with graphic design software and/or html desirable.Experience with Adobe Acrobat is a plus.Additional technology or software skills may be required depending on the position.Physical Demands & Work Environment:The physical demands and work environment described here represent those typically encountered in this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.