Event Coordinator
Event Coordinator
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Job Description
About the Opportunity
The Events Coordinator reports to the Associate Director of Advancement Events and is a member of the Signature University Events team within the Office of University Advancement at Northeastern University in Boston.
The Events Coordinator supports the planning and attendee experience of both digital and inperson advancement and presidential events academic ceremonies and universitywide programs that engage alumni parents governance donors students faculty staff and other distinguished guests. Working under the direction of senior events staff and in collaboration with university stakeholders they will ensure that the multitude of details required to produce high quality events and guest experiences are flawlessly executed from start to finish.
The Events Coordinator supports the team in a multitude of event logistics including but not limited to venue research; identifying and securing event space; coordinating with service providers including catering audio/visual facilities rental companies and the sign shop; attendee registration process RSVP tracking and guest management; creating event visuals and signage handling mailings communications and social media channels; exceptional onsite customer service and hospitality; interfacing with attendees; and postevent follow up and project completion.
The Events Coordinator is organized resourceful provides outstanding customer service and builds relationships with internal colleagues event attendees and external vendors and partners. As a member of the University Advancement Events team the Events Coordinator must be able to represent the university and the University Events team in a professional enthusiastic manner with a focus on excellent guest relations.
They will serve as a first point of contact for the University Events team for both internal and external constituents.
The ability to interact with various constituencies as well as colleagues across the university is essential this position will interface with governance alumni students faculty staff and visitors. The Events Coordinator must be accustomed to working in a fastpaced environment and possess high levels of customer service and professionalism particularly in stressful situations.
This position requires night/weekend work domestic travel and the ability to lift 50lbs. Remote work is not available for this position.
Key Responsibilities & Accountabilities
Event Logistics and Coordination
- Provide daytoday event project and office support to Executive Director Director and Events team.
- Update and maintain team project calendar and corresponding files. Manage inventory of office and eventsspecific supplies and materials.
- Coordinate event logistics and project details pertaining to venues caterers entertainers rental needs AV photographers transportation sign shop orders travel facilities work orders etc.
- Under the direction of a senior events staff member plan smallerscale events as assigned.
- Develop accurate budget estimates and work with operations team to process contracts invoices and requests for payment in a timely manner.
- Research identify and secure event venues. Design corresponding floor plans using Social Tables platform.
- Oversee onsite event setup and breakdown.
Attendee Experience and Guest Relations
- Collaborate with event partners to establish appropriate and accurate invitation and attendance lists using Salesforce CRM.
- Create professional event landing sites registration pages attendee communications and surveys using Cvent platform.
- Postevent work including coding of attendees into database compiling postevent reports for analysis and creation and distribution of guest and client surveys.
- Utilize Salesforce CRM database and Cvent platform to collect update and track attendee information.
- Communicate event details with guests via phone and email prior to and after the event. Serve as point of contact for invitee/guest list inquiries from various communication channels.
- Prepare accurate lists nametags place cards seating assignments meeting materials tent cards and other collateral that organize guests attendance at an event.
- Lead onsite event registration and guest services. Deliver exceptional customer service and hospitality to event guests. Coordinate volunteers as needed for certain events.
- Execute postevent follow up plan as determined.
Other Duties as Assigned
- Will be called upon to assist with other Advancement events Universitywide initiatives or Academic Ceremonies as needed.
Knowledge Skill Sets and Experience
Provide the minimum level of qualifications required for an employee to succeed in this specific job.
- Bachelors degree required.
- A minimum of 12 years of experience planning events and programs.
- Experience with digital platforms and technologies that enable virtual experiences and event creation.
- Experience working with business communication platforms.
- Experience with Salesforce Cvent and Social Tables preferred.
- Must have superior guest relations skills and be able to maintain a high degree of confidentiality at all times.
- Strong ability to be selfdirected and work in a fastpaced environment with multiple demands.
- Impeccable attention to detail and accuracy with excellent verbal written organizational interpersonal and communication skills.
- Proficiency in Microsoft Word Excel PowerPoint and Outlook required along with the ability to manipulate extract and assemble data and information (i.e. for mailings and guest lists).
- Experience working in higher education or a nonprofit institution a plus.
Position Type
Marketing and CommunicationsAdditional Information
Northeastern University considers factors such as candidate work experience education and skills when extending an offer.
Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical vision dental paid time off tuition assistance wellness & life retirement as well as commuting & transportation. Visit for more information.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race religion color national origin age sex sexual orientation disability status or any other characteristic protected by applicable law.
Compensation Grade/Pay Type:
106SExpected Hiring Range:
With the pay range(s) shown above the starting salary will depend on several factors which may include your education experience location knowledge and expertise and skills as well as a pay comparison to similarlysituated employees already in the role. Salary ranges are reviewed regularly and are subject to change.
Required Experience:
IC
Employment Type
Full-Time
