Event Coordinator

Event Coordinator

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 in-person advancement and presidential events, academic ceremonies, and university-wide 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 post-event 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 fast-paced 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

1. Provide day-to-day event project and office support to Executive Director, Director, and Events team.
2. Update and maintain team project calendar and corresponding files. Manage inventory of office and events-specific supplies and materials.
3. Coordinate event logistics and project details pertaining to venues, caterers, entertainers, rental needs, AV, photographers, transportation, sign shop orders, travel, facilities work orders, etc.
4. Under the direction of a senior events staff member, plan smaller-scale events as assigned.
5. Develop accurate budget estimates and work with operations team to process contracts, invoices, and requests for payment in a timely manner.
6. Research, identify and secure event venues. Design corresponding floor plans using Social Tables platform.
7. Oversee onsite event setup and breakdown.

Attendee Experience and Guest Relations

1. Collaborate with event partners to establish appropriate and accurate invitation and attendance lists using Salesforce CRM.
2. Create professional event landing sites, registration pages, attendee communications, and surveys using Cvent platform.
3. Post-event work including coding of attendees into database, compiling post-event reports for analysis, and creation and distribution of guest and client surveys.
4. Utilize Salesforce CRM database and Cvent platform to collect, update, and track attendee information.
5. Communicate event details with guests via phone and e-mail prior to and after the event. Serve as point of contact for invitee/guest list inquiries from various communication channels.
6. Prepare accurate lists, nametags, place cards, seating assignments, meeting materials, tent cards and other collateral that organize guests' attendance at an event.
7. Lead onsite event registration and guest services. Deliver exceptional customer service and hospitality to event guests. Coordinate volunteers as needed for certain events.
8. Execute post-event follow up plan as determined.

Other Duties as Assigned

1. Will be called upon to assist with other Advancement events, University-wide initiatives or Academic Ceremonies as needed.

Knowledge, Skill Sets, and Experience

1. Bachelor's degree required.
2. A minimum of 1-2 years of experience planning events and programs.
3. Experience with digital platforms and technologies that enable virtual experiences and event creation.
4. Experience working with business communication platforms.
5. Experience with Salesforce, Cvent, and Social Tables preferred.
6. Must have superior guest relations skills and be able to maintain a high degree of confidentiality at all times.
7. Strong ability to be self-directed and work in a fast-paced environment with multiple demands.
8. Impeccable attention to detail and accuracy, with excellent verbal, written, organizational, interpersonal and communication skills.
9. 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).
10. Experience working in higher education or a non-profit institution a plus.

Position Type
Marketing and Communications

Additional 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 https://hr.northeastern.edu/benefits/ 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:
106S

Expected 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 similarly-situated employees already in the role. Salary ranges are reviewed regularly and are subject to change.

To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Boston-MA-Main-Campus/Event-Coordinator_R132410