Event Services Coordinator

Children's Hospital Association - Lenexa, KS

Full-time - Entry Level

Hybrid - Lenexa, KS

Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services

About the position

The Event Services Coordinator at the Children's Hospital Association (CHA) plays a crucial role in supporting the Event Services team by managing logistics for meetings and events. This position involves coordinating various aspects of event preparation, execution, and follow-up, ensuring that all details are handled efficiently and effectively. The coordinator will work closely with vendors, manage inventory, and serve as a communication liaison, all while contributing to CHA's mission of advancing child health.

Responsibilities

• Provide support for Event Services meetings, including scheduling, taking detailed minutes, and sharing post-meeting updates with attendees.
• Create and organize physical materials for all in-person events, such as signage and name badges; collaborate with vendors to ensure accuracy.
• Oversee production timelines for event materials, ensuring timely preparation and delivery, including shipping processes.
• Manage inventory and vendor relations for event supplies, including ribbons, badge holders, lanyards, printers, and shipping boxes.
• Coordinate on-site logistics for assigned events, including setting up meeting spaces, equipment, and managing the registration desk; liaise with vendors and facility personnel.
• Manage technology platforms related to hotel, travel, and event registration tools (e.g., Certain, ATC Travel, Salesforce).
• Manage staff hotel and flight reservations through ATC Travel, troubleshooting errors as necessary.
• Serve as a communication liaison for event staff and CHA, maintaining professional relationships with hospital staff and external vendors.
• Develop strong relationships with member participants through effective communication, problem-solving, and networking at CHA meetings and events.

Requirements

• High school diploma or equivalent required; additional education via college coursework or business school preferred.
• Minimum of 2 years' administrative experience directly supporting a team.
• Project coordination skills such as the ability to manage and organize projects and meetings efficiently, excellent follow-through and excellent proofing.
• Strong ability to work professionally and collaboratively with colleagues, children's hospital personnel, and other external contacts.
• Excellent oral and written communication skills.
• Advanced personal computer skills with the ability to easily utilize the Microsoft Office Suite and various CRM tools.

Benefits

• Wellness program
• Commuter assistance
• Paid parental leave
• Health savings account
• Paid holidays
• Health insurance
• Dental insurance
• Paid time off
• Vision insurance