Senior Event Program Specialist
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AI Summary
Oversee and manage international HIMSS events from concept to onsite execution, including logistics, budgeting, and vendor contracts. Act as the primary liaison between external partners and vendors to ensure all event deadlines and standards are met.
At HIMSS, we are a catalyst for change in the health and wellness ecosystem. Guided by our vision to realize the full health potential of every human, everywhere, and our mission to reform the global health ecosystem through the power of information and technology, we embrace transformation as our “why” and technology as our “how.” As one of the largest and most experienced global healthcare associations, we know that true progress requires fresh perspectives, bold solutions, and collective action. Join HIMSS and be part of reimagining the future of health and wellness!
Position Purpose:
The purpose of this position is to oversee and manage HIMSS international events, directly formulated either by the association or in partnership with other organizations. This person will be responsible for event management from concept to onsite including a wide variety of detailed and complex logistical tasks in adherence with the association’s guidelines and standards. The position reports to the Senior Event Manager.
Essential Functions:
Position Purpose:
The purpose of this position is to oversee and manage HIMSS international events, directly formulated either by the association or in partnership with other organizations. This person will be responsible for event management from concept to onsite including a wide variety of detailed and complex logistical tasks in adherence with the association’s guidelines and standards. The position reports to the Senior Event Manager.
Essential Functions:
- Oversee the logistics on a variety of international events including both meeting and exhibition management.
- Represent HIMSS as the liaison between external organisations (partners) and vendors on these events.
- Manage all budget activities related to logistics for all areas of responsibilities including expense allocation/coding and revenue management.
- Initial point of review for all event and vendor contracts for accuracy, liability and preferred clauses before getting final sign off by VP, International.
- Serve as support, on select events, including oversight of operational details (hotel, travel, shipping, registration, signage, meeting room logistics, etc) as needed.
- Work both internally and externally to ensure all parties adhere to deadlines and commitments in order to ensure a successful event.
- Create, distribute and analyze “Requests for Proposals/Bids” for services and venues as needed for international events.
- Research, contract and manage hotel blocks for events.
- Ensure maintenance of historical files for all events.
- Perform other related duties as required or assigned that contribute to the effectiveness of the department.
- Attend events and provide on-site logistics support as needed.
- Participate in team rotation for production of hybrid and digital events.
- Work both internally and externally to arrange and host selected HIMSS webinars and digital meetings.
- University degree with emphasis on event planning, hotel management or hospitality management preferred.
- 3-4 years’ experience in planning meetings and events including contract negotiations, budgetary responsibilities and staff management.
- Excellent written and spoken English, with proficiency in other languages a plus.
- Position is open to candidates located in Spain, Netherlands, Germany, or UK (London)
- Self-starter and able to prioritise activities and manage multiple concurrent projects. Understanding of task interdependencies. Experienced in overseeing projects with moderate level of guidance and direction.
- Familiar with typical contract terms and confident to negotiate favorable terms and conditions with venues, partners and others. Experience to include compiling orders for F&B, AV, meeting room set ups, etc.
- Proficient in Microsoft Word, Excel and PowerPoint; ideally familiar with dedicated project management tools.
- Able to undertake travel for site inspections and onsite management of events.
Why we love HIMSS, and why you will, too:
- Work in an international environment
- Travel to some of the most exciting healthcare conferences in Europe and Middle East
- Work flexibly with regards to your location and time
- Balance your work, family and life
- Join a diverse team with an inclusive attitude and an international community of future healthcare leaders
- Start your career in one of the most exciting and innovation-driven industries
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