Job Summary and QualificationsThe Associate Director of Meetings and Events is a proactive, process- and data-driven leader on the team. S/he is responsible for strengthening how HealthTrust plans, executes, measures, and continuously improves its portfolio of corporate events. Events include hosted conferences and summits, advisory board meetings, trade shows, employee meetings and special events, and other experiences supporting the HealthTrust Performance Group family of brands and divisions including: HealthTrust, AdvantageTrust, Valify, and related service lines/solutions.
The primary focus of this role is developing and implementing scalable event processes, tools, standardization, and ROI/measurement practices that improve team effectiveness, operational consistency, and event performance. The Associate Director will analyze event, operational, and financial data to identify opportunities and translate insights into actionable improvements.
The role will also support the strategy and execution of key events, with particular emphasis on event operations, financial management, vendor partnerships, food and beverage planning, technology, entertainment and attendee experience. While this position does not have direct reports, it serves as a senior resource and mentor to the events team junior staff and works across functions to create structure, drive accountability, solve problems, and move initiatives forward, with the ultimate goal of creating and executing flawless and stellar meetings and events.
This position reports to the Director of Meetings & Events.
What you will do in this role:Event Strategy and Execution
- Support the strategy, planning and flawless execution of large-scale corporate events, conferences & summits, advisory board meetings, trade shows, employee meetings & special events, affiliate meetings and other organizational events.
- Develop comprehensive event plans encompassing logistics, registration, programming, site selection, vendors, timelines, budgets, staffing and attendee experience. Ability to always use budget as a firm guide to all planning.
- Manage complex project plans, anticipate risks, remove barriers and drive timely decisions to keep event initiatives on track.
- Responsible for identifying and sourcing keynote speakers, entertainment and DJs.
- Provide operational leadership and problem-solving support during live events.
- The Associate Director of Meetings & Events should be passionate about planning, designing and executing unique, engaging, and impactful experiences and must maintain a thorough knowledge of the company, mission, vision, values, and operations and be prepared to give direction/feedback and contribute in the decision-making process as it relates to any forward-facing marketing events, conferences, and experiences.
Food & Beverage / Catering
- Lead food and beverage planning for key events, balancing attendee experience, dietary requirements, operational needs and budget considerations
- Partner with venues and caterers on menus, BEOs, guarantees, service plans, staffing and other catering requirements.
- Apply catering and hospitality expertise to optimize F&B costs, contractual terms, forecasting, service levels and overall attendee experience.
- Use historical attendance and consumption data to improve forecasting, reduce waste and craft future food and beverage plans.
Event Operations & Process Improvement
- Develop, implement and continuously improve event processes, workflows, standards and tools to increase efficiency, consistency, scalability and quality across the meetings and events portfolio.
- Translate event objectives into clear operational plans, timelines, roles, responsibilities and measurable outcomes.
- Identify process gaps, operational risks and inefficiencies and drive solutions through implementation and adoption.
- Serve as a senior resource to event team members, providing structure, guidance, tools and problem-solving support
Data Measurement & Insights
- Responsible for pre and post event satisfaction surveys and the analytics/PPT presentation showcasing results and insights.
- Develop post-event reporting and recommendations that translate insights into actions for future events.
- Establish event goals, key performance indicators and measurement practices aligned with business objectives.
- Analyze event, attendee, operational and financial data to identify trends, opportunities and areas for improvement.
- Use data to evaluate process changes and continually improve event performance, efficiency and attendee experience.
- Financial, Vendor & Technology Management
- Develop and support management of event budgets, forecasts, revenue goals, expenses and financial reconciliation in partnership with Director of Meetings and Events.
- Lead or support venue and vendor negotiations, contracts, concessions, exhibits and sponsorship strategies.
- Support the optimization of event registration technology, processes and data flows, including Cvent and related platforms.
- Identify opportunities to use technology and automation to improve event processes, reporting, data quality and team efficiency.
Cross-Functional Leadership
- Partner with event team members and internal stakeholders to translate business objectives into executable event plans.
- Lead through influence by establishing clear expectations, ownership, timelines and accountability across cross-functional workstreams.
- Proactively drive decisions, resolve issues and maintain momentum across multiple concurrent initiatives.
- Communicate event plans, risks, results and recommendations effectively to leadership and other stakeholders.
What qualifications you will need:- Bachelor's degree in event planning, hospitality management, marketing, communications, business, analytics, or related discipline. - Required
- 10+ years of progressively responsible experience in meetings, conferences, trade shows, corporate events, hospitality, event operations, or related areas. - Required
- CMP or related professional certification preferred - Preferred
- Demonstrated experience developing and implementing event processes, workflows, standards, and operational improvements - Required
- Strong food & beverage and catering experience, including menu planning, BEO management, guarantees, forecasting, service planning and cost management. - Preferred
- Proven project and program management skills with the ability to manage multiple complex initiatives and competing priorities - Required
- Strong financial acumen with experience managing event budgets, forecasts, reconciliations, vendors and contracts - Required
- Demonstrated initiative and ownership, with the ability to independently identify needs, solve problems and drive initiatives through completion. - Required
- Advanced proficiency with Excel for analysis, pivot tables, budgeting, forecasting, and reconciliation. Advanced PPT skills required. - Required
Benefits HealthTrust, offers a total rewards package that supports the health, life, career and retirement of our colleagues. The available plans and programs include:
- Comprehensive benefits for medical, prescription drug, dental, vision, behavioral health and telemedicine services
- Wellbeing support, including free counseling and referral services
- Time away from work programs for paid time off, paid family leave, long- and short-term disability coverage and leaves of absence
- Savings and retirement resources, including a 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service), Employee Stock Purchase Plan, flexible spending accounts, preferred banking partnerships, retirement readiness tools, rollover support and financial wellbeing counseling
- Education support through tuition assistance, student loan assistance, certification support, dependent scholarships and a partnership with Galen College of Nursing
- Additional benefits for fertility and family building, adoption assistance, life insurance, supplemental health protection plans, auto and home insurance, legal counseling, identity theft protection and consumer discounts
Learn more about Employee Benefits
Note: Eligibility for benefits may vary by location. 
