Event Operations Associate
Job Location:
Boston, MA - USA
Yearly Salary:
Posted on:
Vacancies:
Job Summary
Job Description
Title:Event Operations Associate
Department:Office of the President
Reports To:Manager of Events
FLSA Classification:Exempt FTE:1
Supervises:None
Hybrid Schedule (subject to change):In office 3 days a week and remote 2 days a week with some evenings and early mornings required as needed. Specific in-office days may vary by week based on team needs.
Position Budgeted:$58000.00 to $62000.00
Position Summary:
To advance the Foundations role as a civic leader the Events team works with leaders across departments and community partners to design and produce public forums gatherings and convenings that advance the Foundations impact strategies and draw attention to other salient issues facing Greater Boston. The Event Operations Associate is a key member of the team supporting and coordinating the use of the Edgerley Center for Civic Leadership for TBF and community partner meetings and events. The position requires a high level of attention to detail and the ability to manage multiple tasks concurrently. The Event Operations Associate will handle additional administrative tasks as needed.
Essential Functions:
- Serve as first point of contact for space inquiries from external community partners;
- Oversee use of the Edgerley Center for Civic Leadership by community partners including scheduling sharing policies and procedures recommending caterers and providing A/V support and troubleshooting;
- Create registration pages and welcome slides for all events;
- Draft agendas and collect speaker biographies for event collateral;
- Assist with placing orders for A/V catering floral and rentals (staging linens etc.);
- Update and share the foundation-wide events calendar with colleagues;
- Track logistics details room/vendor coordination and task completion across the teams boards for both internal and community partner events;
- Assist with preparation and support for TBFs events including advance set-up day-of coordination and managing event volunteers for set-up registration and clean-up/breakdown;
- Manage event registration and attendee logistics including monitoring attendance and waitlists producing name badges and maintaining accurate attendance lists for distribution to partners participants and TBF senior staff;
- Manage event vendor relationships including maintaining the Foundations catering vendor list and coordinating vendor set-up (COIs EFT information W-9 forms orientation);
- Submit event invoices for processing and assist with expense reports for reconciliation;
- Monitor Event Planning Forms in Salesforce and remind internal partners to submit them;
- Assist the Events Manager in pulling data reports on events panelists and attendees;
- Support the team in resolving event-related issues;
- Provide backup support for event invitations follow-up emails front desk coverage and space walk-throughs; and
- Monitor the inbox and respond to space inquiries.
Other Duties and Responsibilities:
- Individuals assigned to this position may perform other duties as assigned.
Qualifications
Preparation Knowledge Previous Experience:
- High school diploma or equivalent relevant experience required;
- 2 years of relevant work experience preferred.
Skills Abilities Competencies:
- Competencyutilizing Microsoft Office including Word Excel PowerPoint and Outlook;
- Excellent interpersonal written and verbal communication skills;
- Demonstrated ability to organize and coordinatemultiple tasks simultaneously;
- High level of attention to detail;
- Comfortable working both independently and as part of a team;
- Proven ability to track and meet deadlines in a demanding environment;
- Experience with or willingness to learn Salesforce and events/marketing software; and
- Understanding of and commitment to the Foundations mission.
Working Conditions & Physical Demands:
- Ability to work for long periods of time at a workstation;
- Ability to use a computer monitor and keyboard for long periods of time;
- Ability to work onsite and remotely as required; and
- Ability to lift and carry up to 15-20 pounds occasionally.
The content is intended to describe the general nature and level of work being performed by persons assigned to this is not intended to constitute an exhaustive list of all responsibilities and duties required.
External and internal applicants as well as position incumbents who are or become disabled as defined under the Americans with Disabilities Act or applicable state law must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation if any will be determined by management in consultation with the employee on a case-by-case basis.
This job description is intended to be general and may be revised from time to time. At managements discretion the employee may be assigned different or additional duties from time to time.
Required Experience:
IC
