Position Overview

To assume responsibility for coordinating various library and non-library hosted meetings, programs and events, and to provide administrative support to the Events Office in the implementation and facilitation of these programs.

Reports to

Events Manager or designee.

Scope of Responsibility

1. Responds to inquiries, written and oral, related to internal meetings, programs and events, as well as various community requests. Provides scheduling availability, catering, billing and logistical information.
2. Reviews external inquiries to determine nature of request and directs them appropriately.
3. Responsible for internal communications necessary to coordinate meetings/program including, but not limited to, room schematics, memoranda, reports and other supporting documents.
4. Keep track of event finances including monitoring expenditures, check requests, invoices and budgets.
5. Coordinates library reservation software to confirm schedules and requirements. Follows-up with clients as needed to gather information in a timely manner. Cross-references reservation software with library website listings.
6. Responsible for creating weekly and monthly reports based on reservation software.
7. Schedules appointments for site tours, contract reviews, vendor meetings, etc.
8. Coordinates meeting and program details from initial inquiry and contracting, to day-of managing and production.
9. Serve as liaison with vendors on event-related matters.
10. Prepare information for events & other promotional material for assigned meetings.
11. Provide administration support services for the Events office
12. Performs other related duties as required.

Competencies

• Ability to carry out detailed procedures with accuracy.
• Ability to work under pressure and to meet deadlines.
• Ability to work with minimal supervision.
• Demonstrates initiative and appropriate decision making skills.
• Communicates effectively and presents ideas clearly.
• Ability to collaborate with library staff and external partners.
• Proficiency with MS Word, Outlook, PowerPoint and Excel.
• Ability to execute library policy.
• Identifies, plans and prioritizes job responsibilities and tasks; assists in implementing project timelines.

Qualifications

1. Education – High School Graduate or equivalent; Bachelor’s degree from an accredited college and/or secretarial, business communications training desirable.
2. Experience – Experience with office administrative management. At least 3 years’ experience coordinating special events.

Requirements

1. Ability to work nights and weekends.
2. Residency – Must be a resident of the City of Boston upon the first day of hire.
3. CORI – Must successfully clear a Criminal Offenders Record Information check with the City of Boston.

Terms:

Union/Salary Plan/Grade: PL1/LA-7

Hours per week:  35