Engagement Program Specialist

Purpose

The Engagement Program Specialist is responsible for planning, coordinating, and executing customer-facing and internal employee events that support organizational goals, strengthen relationships, and enhance engagement. This role partners with Marketing, Sales, Leadership, Human Resources, and other internal stakeholders to deliver professional, engaging, and well-organized events and experiences. The position manages event logistics from initial planning through execution and post-event follow-up, including vendor coordination, communications, materials, scheduling, budgets, and on-site support.

Responsibilities

• Plan, coordinate, and execute customer-facing, industry, corporate, and employee events


• Develop event timelines, project plans, budgets, and logistical requirements
  Coordinate venues, catering, audiovisual services, transportation, décor, promotional materials, and other event vendors


• Manage event registrations, invitations, attendance tracking, and participant communications
  Coordinate event setup, execution, and breakdown, including on-site support as needed


• Ensure events are professional, organized, and aligned with organizational objectives and brand standards


• Maintain an annual event calendar and coordinate multiple events simultaneously
  Coordinate customer appreciation events, educational events, conferences, trade shows, meetings, and other customer-facing activities


• Support customer engagement initiatives designed to strengthen relationships and increase organizational visibility


• Partner with Sales and Marketing to identify event opportunities that support customer and business objectives


• Coordinate customer communications and event materials


• Support follow-up activities following customer events to maintain engagement and capture opportunities


• Plan and coordinate employee engagement activities, celebrations, recognition events, and organizational gatherings


• Support company meetings, employee appreciation events, holiday events, team-building activities, and other internal programs


• Partner with Human Resources and Leadership to develop events that support employee experience and organizational culture


• Coordinate internal communications, invitations, RSVPs, logistics, and event material

Marketing & Communications

• Collaborate with Marketing to ensure event materials, messaging, signage, and promotional items align with organizational branding


• Support event-related communications across appropriate channels


• Coordinate production and distribution of invitations, agendas, presentations, signage, promotional materials, and other event collateral


• Assist with photography, event content, social media, or other post-event communications as appropriate


• Maintain event-related materials, templates, vendor information, and resources
  Coordinate relationships with event venues, caterers, audiovisual providers, promotional vendors, and other external partners


• Obtain quotes and assist with vendor selection and contract coordination


• Track event expenses and maintain budgets in accordance with organizational requirements
  Process invoices and coordinate payment documentation


• Maintain a preferred vendor database and evaluate vendor performance


• Manage multiple event projects, timelines, and priorities simultaneously


• Maintain organized event documentation, checklists, schedules, and planning resources
  Collect feedback and evaluate event effectiveness


• Identify opportunities to improve event planning processes, attendee experience, and engagement


• Develop standardized event planning tools, templates, and procedures


• Provide post-event summaries and recommendations to appropriate stakeholders


• Partner with Marketing on customer-facing events, branding, communications, and promotional activities


• Partner with Sales/Commercial teams on customer events, conferences, and relationship-building activities


• Partner with Human Resources on employee engagement and internal events


• Partner with Leadership on company-wide meetings, celebrations, and strategic events


• Collaborate with Finance, Operations, Facilities, and other departments to ensure successful event execution


• Maintain a working knowledge of FDA 21 CFR 1271, FDA 21 CFR 820, AATB standards, ISO Standards, cGMP/CGTP, other relevant regulations/standards, and internal organizational policies and standard operating procedures


• Maintain acceptable attendance and punctuality for scheduled work hours and meetings


• Ensure completion of assigned tasks and responsibilities within defined timeframes


• Flexibility to work outside of normal business hours during weekdays or weekends with reasonable advance notice to support business/operational needs when necessary


• Perform other duties as assigned

Skills

• Event planning and execution


• Project management


• Customer & employee engagement


• Marketing coordination


• Excellent written and verbal communication


• Strong organization and attention to detail


• Ability to manage multiple priorities


• Relationship management


• Problem solving


• Time management


• Adaptability


• Proficiency with Microsoft Office or comparable productivity tools


• Ability to work effectively with internal stakeholders, customers, vendors, and external partners

Qualifications/Requirements

• Bachelor’s degree in Marketing, Communications, Business, Event Management, or a related field preferred required


• Minimum of 2 years of experience in event planning, marketing, communications, employee engagement, hospitality, or a related field required


• Demonstrated experience coordinating events from planning through execution


• Experience managing event budgets and vendors preferred


• Clearance of favorable background investigation required