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Corporate Events Coordinator, Boston Public Library (Boston)

Overview:
Position Overview



Under the supervision of the Director of Special Events, assumes responsibility for planning, implementing, and coordinating private meetings, conferences, corporate receptions and photography sessions; with a focus on corporate clients. The successful candidate will have demonstrated experience in event management, including sales, marketing, logistics, vendor relations, and presentation.  Must have demonstrated ability to successfully manage multiple projects simultaneously.  



Reports to

Director of Special Events or designee.
Responsibilities:
Scope of Responsibility

Responsible for organizing and managing a wide range of events, including conferences, seminars, receptions and Library events.


Primary responsibility for all communications for assigned events, including but not limited to written and oral communication, related to private meetings, conferences, corporate functions, and photography sessions held at the Central Library.

Responsible for internal communications necessary to coordinate private meetings, conferences, and photography sessions including, but not limited to, room floorplans, memoranda, reports and other supporting documents. Develops and distributes installation and breakdown schedules, staffing requirements and timelines, etc.


Assist in sales functions, including scheduling and conducting site tours with prospective clients; production and execution of contracts.


Responsible for entire spectrum of assigned conferences/events, including coordinating private meeting and conference details from initial inquiry and contracting, to day of management and production. Responsible for confirming proper room set-up and greeting organizers upon arrival for all private meetings and conferences.


Ability to lead internal teams and/or outside vendors to successfully plan and execute conferences.


Coordinates client billing for private meetings, conferences, and photography sessions.


Responsible for developing retention plan for meeting room reservations, suggesting menu of offerings to stay up to date with regional needs and continue business growth.


Assists Assistant Event Manager in gathering and maintaining weekly private event production documents including, but not limited to, vendor COI records, vendor timelines, event timelines, staffing requests, and maintenance requests.


Performs design work as needed including, but not limited to, signage, website documents, template designs, digital signage, etc.


Serves as liaison with vendors on event-related matters.


As necessary, attends programs and events when assigned.


Performs other related and comparable duties as assigned.

Qualifications

Minimum Entrance Qualifications:
Competencies



Proven ability to anticipate project needs, determine work priorities and meet deadlines with minimal supervision.
Excellent communication skills, including writing, proofreading and speaking.
Willingness/ability to work nights and weekends.       
Effective organizational skills, ability to manage multiple simultaneous projects and work assignments, and to work under significant time pressure.
Proficiency with MS Word, Outlook, Publisher, PeopleSoft, Visio, and Excel. 
Public speaking and presentation skills; ability to communicate effectively and clearly.
Confident and effective sales skills.
Maintains a high attention to detail with personal work and departmental items.
Demonstrates initiative and appropriate independent decision making skills.
Maintain discretion with sensitive information.
Establish effective relationships with staff, vendors, colleagues and the public.
Ability to propose new ideas to improve and expand the Library’s ability to execute events.
 



Qualifications



Education – Bachelor’s degree from recognized college or university, preferably in hospitality management or similar field.
Experience – Minimum of four years of experience planning and implementing programs and events, and overseeing contracts for services.
Requirements – Experience with automated room booking and/or calendar software desirable. Basic audiovisual tech experience preferred. Ability to work mornings, nights, and weekends.
Residency – Must be a resident of the City of Boston upon the first day of hire.
CORI– Must successfully clear a Criminal Offenders Record Information check with the City of Boston.
Ability to exercise good judgment and focus on detail as reequired by the job.
 

Terms:



Union/Salary Plan/Grade: PL1/LA-8

Hours per week:  35

 
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The City of Boston is proud to be an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment. Therefore, qualified applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical or mental disability, genetic information, marital status, sexual orientation, gender identity, gender expression, military and veteran status, or other protected category.

The City of Boston has played a role in causing and perpetuating the inequities in our society. To break down these barriers, we are embedding equity and inclusion into everything we do.

We define equity as ensuring every community has the resources it needs to thrive in Boston. This requires the active process of meeting individuals where they are. Inclusion is engaging every resident to build a more welcoming and supportive city. We are building a city for everyone, where diversity makes us a more empowered collective.

Full/Part Time

Full Time

Education

BA/BS

Salary Range

$53,319.02 - $70,777.50  / year

Closing Date

How to Apply

To apply for this position, please visit https://city-boston.icims.com/jobs/22721/corporate-events-coordinator/job?hub=8

Posted

2022-10-11 |  Quick link to this job