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.

• 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.
• Reviews external inquiries to determine nature of request and directs them appropriately.
• Responsible for internal communications necessary to coordinate meetings/program including, but not limited to, room schematics, memoranda, reports and other supporting documents.
• Keep track of event finances including monitoring expenditures, check requests, invoices and budgets.
• 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.
• Responsible for creating weekly and monthly reports based on reservation software.
• Schedules appointments for site tours, contract reviews, vendor meetings, etc.
• Coordinates meeting and program details from initial inquiry and contracting, to day-of managing and production.
• Serve as liaison with vendors on event-related matters.
• Prepare information for events & other promotional material for assigned meetings.
• Provide administration support services for the Events office
• Performs other related duties as required.

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

• 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: PL1/LA-7

Hours per week:  35