Position Overview 

Under the supervision of the Events Manager, assumes responsibility for planning, implementing and coordinating various library and non-library sponsored events within the library system, including author discussions, meetings, receptions, photography, filming and similar programs.

Reports to

Events Manager

Supervises

As assigned, support staff.

• Answers and responds to inquiries related to special events, programs, and photo/filming requests; schedules and conducts site tours by prospective clients.
• Creates and maintains information for updating event information in/on website, public information products, and similar communications tools. Conducts regular market research to develop new processes, offerings, and packages as appropriate.
• Responsible for coordinating various schedules from groups such as Boston Public Library Staff, BPL Foundation, Associates of the BPL, Citywide Friends, Leventhal Map Center, government agencies, in-house catering vendor, and other similar groups.
• Assists in overseeing library space use including, but not limited to, author presentations, community meetings, public programming, receptions, exhibition openings, photography/filming and library hosted meetings. Serves as a liaison with appropriate contacts to ensure library guidelines and procedures are upheld, and contracted expectations are met.
• Responsible for all logistical aspects of special events from planning to execution. Works directly with library staff, community organizations, businesses, caterers, and other outside vendors as they relate to event planning and execution.
• Produces and oversees client contracts, maintaining library’s pricing requirements.
• Responsible for internal communications necessary for execution of events such as work orders and event reports. Orchestrates weekly meetings with contracted catering team and BPL facilities teams to review event logistical needs and ensure high quality support by the library. Provides installation and breakdown schedules, floor plans, a/v requirements, etc. to library staff in an effective and timely manner.
• Oversees and assists other event staff responsible for library reservations, internal reporting, and community programming to ensure library standards are met.
• Attends programs and events, as assigned.
• Performs other related and comparable duties as assigned.

Competencies:

• Proficiency with MS Word, Outlook, Publisher, Power Point, and Excel.
• Public speaking and presentation skills; ability to communicate effectively and clearly.
• Demonstrates initiative and appropriate independent decision making skills.
• Maintain discretion with sensitive information.
• Ability to identify, plan and prioritize job responsibilities, work under deadlines, recognize and set priorities, and use initiative.
• Establish effective relationships with staff, vendors, colleagues and the public. 

Education:

• Bachelor’s Degree from a recognized college or university preferred.

Experience:

• Minimum of four years experience assisting with the planning and implementing programs and events, and overseeing contracts for services.

Requirements:

• Experience with automated room booking and/or calendar software desirable.
• Valid driver’s license.
• Night and weekend work.
• 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.

Terms:

Union/Salary Plan/Grade:  Nonunion/PM-3

Hours per week:  35