City of Boston

Assistant Events Coordinator

Req ID
Boston Public Library
Regular Full-Time
Programming & Events
Salary Min
Salary Max
Posting End Date
Contact Email



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.

Minimum Entrance Qualifications:


  • 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.




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

Hours per week:  35



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