Event Coordinator

Job SummaryThe Hospital Event & Engagement Coordinator is the primary person responsible for the end-to-end lifecycle of all hospital-related gatherings.

This includes medical seminars, staff appreciation events, donor galas, festivals, and community outreach programs.

This is a highly active role requiring a "do-it-yourself" mindset, where the coordinator transitions seamlessly from high-level planning and sponsor negotiation to physical setup and live event hosting.

Key Responsibilities

1.

Event Planning & AdministrationDevelop comprehensive event plans, timelines, and budgets for all hospital gatherings.Manage the purchasing of all event supplies, from decorations to technical equipment.Identify, contact, and negotiate with external event providers and organizers.Manage the invitation process, including making direct calls to VIPs, doctors, and stakeholders to ensure attendance.

2.

Logistics & Technical ExecutionPerform full technical setup, including configuring audiovisual (AV) tools, microphones, projectors, and other digital devices.Review all presentations (PowerPoint, etc.) prior to events to ensure technical compatibility and content quality.Oversee catering arrangements for both indoor and outdoor settings, ensuring food safety and dietary compliance.Manage booth ushering and registration desks to ensure a smooth flow of attendees.

3.

Sponsor & Stakeholder RelationsAct as the primary point of contact for sponsors, ensuring their branding is correctly displayed and their needs are met.Coordinate with internal hospital departments to ensure events do not interfere with patient care.

4.

Event Hosting & ExperienceIndependently execute competitions, festivals, and holiday celebrations for staff and patients.Source and choose meaningful gifts for speakers, retirees, or contest winners.Personally package, wrap, and prepare gifts to ensure a professional presentation.Serve as the "Master of Ceremonies" to introduce and distribute gifts and awards during live ceremonies.

Experience & EducationBachelor’s Degree in Hospitality, Public Relations, Marketing, or any related field.1+ years of experience in event management (experience in a healthcare or corporate environment is a plus).Proven track record of managing events solo from concept to cleanup.

Technical SkillsAV Proficiency: Hands-on ability to troubleshoot sound systems, projectors, and hybrid meeting software (Zoom/Teams).Content Review: High level of literacy to proofread and polish medical or corporate presentations.Vendor Management: Experience in procurement, invoice processing, and contract negotiation.

Physical & Personal AttributesPhysical Stamina: Ability to handle indoor and outdoor setups, which may include moving light furniture, carrying supplies, and standing for long periods.Public Speaking: Confident and charismatic personality to lead competitions and present gifts in front of large audiences.Multitasking: The ability to manage multiple "moving parts" simultaneously without losing attention to detail.Flexibility: Willingness to work early mornings, evenings, or weekends depending on the event schedule.