Community Engagement and Events Specialist

POSITION PURPOSE

The Community Engagement & Events Specialist is responsible for coordinating and executing Aviva Health’s events, meetings and conference room activities, ensuring professional, seamless and engaging experiences for staff, partners and community stakeholders. The role also supports the Community Engagement Director in strengthening and growing relationships with community-based organizations (CBOs) and other external partners. In addition, the position provides as-needed marketing and communications support in collaboration with the Marketing and Development Department.

This hybrid position emphasizes event coordination and management as the primary function, with secondary responsibilities in community engagement and tertiary support in marketing.

ESSENTIAL FUNCTIONS

Event & Conference Coordination (Primary)

· Plan, coordinate and execute Aviva Health events, including internal meetings, conferences, community events, and special projects.

· Manage a centralized event and conference room calendar.

· Coordinate logistics such as catering, audiovisual setup, seating, signage, décor, and amenities.

· Partner with facilities, IT and other internal teams to ensure seamless event execution.

· Serve as the primary point of contact for staff and external partners regarding event and conference scheduling.

· Maintain a professional, client-service mindset in all interactions with staff, partners and vendors.

· Conduct regular inspections of event and conference facilities to ensure readiness.

· Provide support for after-hours or weekend events as required.

Community Engagement (Secondary)

· Support the Community Engagement Director in initiatives that strengthen relationships with CBOs and external partners.

· Assist with outreach, communications and partnership-building activities to increase Aviva Health’s visibility and impact in the community.

· Represent Aviva Health at community events with professionalism, warmth and integrity, serving as a visible ambassador for the organization.

· Coordinate staff and volunteer participation in community-based activities as needed.

· Gather feedback and insights from partners and community members to help inform engagement strategies.

· Track and report on engagement activities, outcomes, and opportunities for growth.

Marketing Support (Tertiary)

· Assist the Marketing and Development Department with event promotion, social media coverage, content development, and material distribution.

· Provide logistical and communications support for campaigns and initiatives that align with organizational goals.

· Ensure consistent branding and messaging across events and community engagement activities.

· Periodic travel for events and marketing support using company or personal vehicle.

QUALIFICATIONS

· Bachelor’s degree preferred (communications, marketing, public relations, hospitality, or related field) or equivalent experience.

· Two or more years of experience in event coordination, hospitality, community engagement, or related field.

· Strong organizational and problem-solving skills with the ability to manage multiple priorities.

· Proven ability to collaborate with diverse teams and external partners.

· Excellent communication skills, both written and verbal.

· Demonstrated professionalism and customer service mindset.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Familiarity with social media platforms and basic marketing tools; Canva experience a plus.

WORKING CONDITIONS:

Must be able to perform the following physical requirements:

· Remain in a stationary position frequently throughout the day while performing administrative duties.

· Move or traverse frequently throughout the day in the office or during events.

· Operate equipment frequently throughout the day: computer and other office equipment and event-related equipment.

· Ability to communicate information and ideas clearly and accurately so others will understand; ability to interact with patients and staff clearly.

· Able to move or transport up to 25 pounds while setting up events or transporting boxes of marketing and engagement materials, tables, and other related items.

· Work indoors in heat-controlled environment 100% of the day with periodic outdoor events where there may be exposure to the elements.

· OSHA Exposure Category – Category #2: The normal work routine involves no exposure to blood, body fluids, or tissues.

· In-person work primarily during normal business hours with periodic weekends and evenings. Potential for on-call relating to events and social media. Possible occasional remote work.

· Traveling as needed for community and staff engagement, events, meetings, training, and seminars; use of personal and company vehicles.

DISCLAIMER:

Employees must be able to perform the essential functions of their position satisfactorily. Aviva Health will make reasonable efforts to accommodate a qualified applicant or employee with a known disability, unless such accommodation creates an undue hardship on the operation of the business. To request a reasonable accommodation, please contact the VP of Human Resources or their designee by email.

ACKNOWLEDGEMENT:

This Description is intended to describe the essential job functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Aviva Health retains the right to change or assign other duties to this position.

· Employee is in receipt of this Job Description.

· Employee has read and understands the Job Description and has discussed the job requirements and responsibilities with their supervisor.

· Employee has sufficient experience and training to perform the essential functions listed in the Job Description with or without a reasonable accommodation.