Job Details

Supervisor of Event Planning

Position Number: 6794293
Location: Salt Lake City, UT
Position Type: Conference and Events Administration

Supervisor of Event Planning

Job Summary

We are seeking a collaborative and experienced Supervisor of Event Planning to lead and coordinate the planning, execution, and evaluation of high-impact events across the CEO and Administrative Offices. The Events Planner will lead the full scope of event planning and execution, supported by a dedicated staff resources and cross-functional contributors from areas such as communications, administrative, and talent teams. This role provides direction and coordination to ensure all participants work collaboratively toward successful delivery, even when some contributors report to other managers. This role ensures all aspects of the event are managed effectively and delivered successfully, aligning with organizational goals and enhancing stakeholder engagement.

Qualifications:

University degree or equivalent experience and a minimum of 3 years prior related experience and 1 year of leadership experience. Strong organizational and project management skills.

Excellent communication and interpersonal abilities.

Proficiency with purchasing/procurement processes, ability to manage multiple vendors, ability to communicate with executive leaders to make effective recommendations for an event regarding in-house and externally needed resources.

Proficiency with event management tools, tools for management of contact lists, ability to update templates for programs, agendas, talking points; ability/willingness to manage other resources including signage, registration equipment, and basic AV equipment.

Ability to manage multiple events and priorities simultaneously.

Requires basic management approaches such as work scheduling, prioritizing, coaching, and process execution.

Requires specialized knowledge of technical or operational practices within assigned discipline.

Huntsman Cancer Institute is committed to cancer prevention, care, and survivorship for all communities within the area we serve - which includes Idaho, Montana, Nevada, Utah, and Wyoming - with impact worldwide.
In your cover letter or during your interview process, we invite you to share how your professional experiences have prepared you to serve as a member of our team as we work to reduce the cancer burden experienced by all people and communities. This may include description of your prior experiences related to research, prevention, clinical care, community engagement/outreach, training, administration, or other areas relevant to Huntsman Cancer Institute's mission and this position.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu
The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Responsibilities

Lead the end-to-end planning, supervision, and execution of events, including strategy, logistics, and post-event evaluation, ensuring alignment, on-site supervision, and promote organizational goals and Huntsman Cancer Institute's brand.
Coordinate and direct a cross-functional team of contributors (e.g., Internal Communications, Admin, Talent) to assist with event implementation, ensuring smooth collaboration and successful outcomes. Serve as the central point of accountability for all event components, including venue selection, catering, transportation, equipment setup, and material coordination, while managing event setup, teardown, and cleanup to ensure seamless operations.
Identify opportunities to enhance efficiency and high end events, including development of templates for regularly-needed materials (e.g., programs, name badges), vendors who can deliver in a timely and cost effective manner, and event on site resources to ensure high end operations (e.g., signage, printers for last minute needs). Also, it will require ability to make recommendations for and handle end to end details of new events, including those held offsite requiring complex logistical considerations.
Provide clear direction and timelines to support team members, vendors, and collaborators to ensure seamless execution.
Willingness to work as needed to deliver and execute on events, including presence for activities occurring before/after business hours, and on weekends; management of offsite events, as well as addressing event needs that may peak in the days leading up to the event.
Coordinate technical and AV needs for events, including arranging microphones, projectors, virtual links, and internet access for guests to support both in-person and virtual experiences.
Work with Communications to design invitations, printed materials, and promotional content, and manage event advertising through newsletters, social media, and email campaigns to maximize event visibility and engagement.
Oversee guest experience elements such as registration, check-in, decor, name tags, accessibility accommodations, and hospitality touches to create a welcoming and inclusive environment for all attendees. Also manage appropriate clean up with the venue and support staff.
Prepare cost estimates, obtain necessary approvals, manage contracts, and coordinate vendor payments to ensure events are delivered within budget and in compliance with organizational policies.
Serve as the primary point of contact during events, resolving issues and ensuring smooth execution from start to finish.
Collect attendee feedback, prepare post-event reports, and analyze outcomes to inform and improve future event planning and execution.
Assist with planning and execution of internal and external events such as groundbreakings, dedications, and sponsorships at galas and other functions that fall outside the CEO/Administrative Office scope, representing the organization in the broader community.
Execute an events strategy that enhances the Huntsman Cancer Institute brand and marketing strategy, serving multiple audiences, being sensitive to efficient and effective use of resources.

Minimum Qualifications
EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).
Supervisor, Event Planning Management: Requires a bachelor's (or equivalency) + 2 years of directly related work experience or a master's (or equivalency) degree.

Preferences

Experience with high-level executive events and donor engagement.
Experience both with small, medium, and large events, planning/hosting VIP guests, internal and external events experience.
Familiarity with budgeting, contract negotiation, and vendor management.
Background in communications or marketing support.

Special Instructions

Requisition Number: PRN43828B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 01355 - HCI Senior Leadership
Location: Campus
Pay Rate Range: 68500 - 81000
Close Date: 12/26/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/193690