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job overview

Marketing job in Chicago, Illinois

Events Specialist

Overview

Aspen Dental Management, Inc. (ADMI) is one of the largest and most trusted retail healthcare business support organizations in the U.S. supporting 15,000 healthcare professionals and team members at more than 1,000 health and wellness offices across 46 states in three distinct categories: Dental care, urgent care, and medical aesthetics. Working in partnership with independent practice owners and clinicians, the team is united by a single purpose: to prove that healthcare can be better and smarter for everyone. ADMI provides a comprehensive suite of centralized business support services that poser the impact of four consumer-facing businesses: Aspen Dental, ClearChoice Dental Implant Centers, WellNow Urgent Care and Chapter Aesthetic Studio. Each brand has access to a deep community of experts, tools and resources to grow their practices, and an unwavering commitment to delivering high-quality consumer healthcare experiences at scale.

 

As a reflection to our continued growth we have an exciting opportunity to join our Marketing Communications Team as an Event Specialist.

 

The Event Specialist will lead the logistical planning that supports our onsite trainings, while identifying ways to streamline processes that capture key deliverables. Working amongst a collaborative team in a fast-paced environment the Event Specialist will have the opportunity touch multiple aspects of the event lifecycle from creative conceptualizing and enhancing engagement to data collection and financial administration. The ideal candidate is agile with the ability to pivot quickly, works well under pressure, a multi-tasker that can prioritize.

Responsibilities

Event Planning and Production

  • Lead planning & project manage all trainings from start to finish to include:
    • Researching Locations, Hotels & Venues
    • Managing Rooming Lists
    • Ordering On-Site Catering
    • Making Off-Site Dinner Reservations
    • Setting up Training Rooms
    • Printing meeting materials
    • Building RFPs
    • Conduct site research
    • Initiate contracts
    • Create program specifications complete with menus, room layouts, audio visual requirements, event notes, scheduling and billing instructions
    • Approve Event Orders
    • Coordinate staffing support and assignments for large events
  • Support event logistics for large-scale company-wide events and regional/divisional meetings
  • Oversee travel arrangements/transfers for attendees (in partnership with travel department)
  • Develop/manage registration for all events – build registration sites, managed data & build event apps for streamlined event communication.
  • Liaison to event / training attendees for specific needs
  • Close out all events as required
  • Manage vendor invoices and team credit card

 

Event Administration

  • Create and maintain timelines
  • Data reports related to registration
  • Keep track of event finances including check requests, invoicing, and reporting
  • Prepare event contracts as requested
  • Assist with managing on-site tasks for events as necessary
  • Support all ancillary event needs,e. presentations, invites, sponsors, vendor management

Minimum Education and Experience

  • Strong project management skills, including maintaining timelines and budgets
  • Collaborative attitude and strong communication skills
  • Willingness to travel as needed to support above responsibilities (approx. 15%); position is based in Chicago
  • Ability to manage multiple projects and work streams independently
  • Fantastic customer service ethic and high expectations for quality
  • 2+ years meeting planning experience or equivalent

About Aspen Dental Management, Inc.

Aspen Dental-branded practices are supported by ADMI, a dental support organization that provides non-clinical business support to licensed, independent dentists.

Available Locations

ADMI - Chicago, Illinois 60607 United States