City of Boston

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Corporate Events Coordinator

Corporate Events Coordinator

Req ID 
2017-13832
Position  
Regular Full-Time
Dept 
Boston Public Library
Location  
Programming & Events
Salary Min 
49,258.54
Salary Max 
64,099.08
Union  
PL1
Openings 
1
Posted Date 
10/11/2017
Posting End Date 
10/18/2017
Contact Email 
ehernon@bpl.org

More information about this job:

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

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

  2. 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.
  3. 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.

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

  5. 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.

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

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

  8. 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.

  9. 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.

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

  11. Serves as liaison with vendors on event-related matters.

  12. As necessary, attends programs and events when assigned.

  13. Performs other related and comparable duties as assigned.

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

 

  1. Education – Bachelor’s degree from recognized college or university, preferably in hospitality management or similar field.
  2. Experience – Minimum of four years of experience planning and implementing programs and events, and overseeing contracts for services.
  3. Requirements – Experience with automated room booking and/or calendar software desirable. Basic audiovisual tech experience preferred. Ability to work mornings, nights, and weekends.
  4. Residency – Must be a resident of the City of Boston upon the first day of hire.
  5. CORI– Must successfully clear a Criminal Offenders Record Information check with the City of Boston.
  6. 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