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Event Planner

2 months ago

Boston, United States Metasys Technologies Full time

Event Planner / Project Coordinator


Work Schedule:

Part-time, 20-25 hours per week average.

Boston, MA - Hybrid work model with in-office presence required on Tuesdays.

Hours are somewhat flexible once established.


Start Date: ASAP

Interview Dates: Interviews the week of July 22nd


Role Overview:

This role will focus on the planning and execution of a large conference and will manage timelines for a video production project. The ideal candidate will have a proven track record in event planning and project coordination, with experience in using systems like Cvent, MS Suite, and Salesforce.


Key Responsibilities:

Event Planning:

  • Plan, organize, and manage large conference, scheduled for November 15th.
  • Confirm and coordinate with speakers, managing schedules, travel arrangements, and accommodations.
  • Oversee the invitation process and manage event registrations.
  • Select and secure appropriate facilities, considering logistics, accessibility, and event requirements.
  • Coordinate catering services, ensuring quality and timely delivery.
  • Arrange audio-visual (A/V) requirements for the event.
  • Prepare and distribute nametags for participants.
  • Schedule and organize a dinner event, including finding a restaurant and setting a menu.
  • Utilize event planning software such as Cvent and Salesforce for event management and tracking.
  • Provide regular updates to project stakeholders and address any issues promptly.
  • Be onsite on the event day to ensure smooth execution.

Production Coordination:

  • Manage project timelines, ensuring milestones are met and deliverables are on track.
  • Manage the production of a video.
  • May arrange interviews and video participation.
  • Provide regular updates to project stakeholders and address any issues promptly.


Qualifications:

  • Bachelor’s degree in Event Planning, Hospitality Management, Communications, or a related field.
  • Minimum of 3-5 years of experience in event planning and project coordination.
  • Exposure to event planning systems such as Cvent and familiarity with MS Suite and Salesforce.
  • High level of creativity and innovation in event planning and project coordination.
  • Ability to work under pressure and meet tight deadlines.
  • Strong customer service orientation and a proactive approach.
  • Strong organizational and multitasking skills with meticulous attention to detail.
  • Excellent written and verbal communication skills.
  • Demonstrated ability to manage budgets and negotiate with vendors.
  • Ability to work collaboratively with diverse teams and stakeholders.
  • Exceptional project management and problem-solving abilities.
  • Strong interpersonal and relationship-building skills.
  • Prior experience in alumni engagement, volunteer management, fundraising, and donor relations is highly desirable.