Event Coordinator

1 week ago

Cambridge, United States TalentBurst, an Inc 5000 company Full time

Job - Events Coordinator

Location - Cambridge, MA

Duration- 3+ Months


Seeking a dynamic and detail-oriented Events Coordinator to join our Marketing team.

The events Coordinator will play a key role in planning, organizing, and executing a wide range of (mostly virtual) events for prospective students, participants, faculty, and staff.

This position requires strong organizational skills, excellent communication abilities, proficiency in creating promotional materials, and a passion for creating accessible and memorable experiences that align with our marketing objectives.

Candidate will use their own equipment.


Key Responsibilities:

● Event Planning and Coordination:

○ Assist in the planning and execution of marketing events from conception to completion.

○ Coordinate logistics including platform selection, audiovisual needs, and technical support.

○ Develop and maintain event timelines, budgets, and task lists.

○ Liaise with internal and external stakeholders to ensure all aspects of events are delivered to the highest standard.

○ Manage event registration processes, including online registration systems and ongoing attendee support.

● Marketing and Promotion:

○ Collaborate with the marketing team to develop event promotion strategies.

○ Create and coordinate the distribution of marketing materials for events, including flyers, brochures, emails, and social media content.

○ Monitor and report on the effectiveness of marketing campaigns for events.

● Vendor and Partner Management:

○ Identify, negotiate, and manage relationships with vendors and service providers.

○ Support for events across internal Harvard DCE teams as needed.

● Virtual Event Management:

○ Oversee the setup, execution, and teardown of events.

○ Ensure smooth operation of events, troubleshooting any issues that arise.

○ Provide virtual support to attendees, speakers, and staff.

○ Ensure all events are accessible, including providing closed captions, sign language interpreters, and other accessibility features as needed.

● Post-event Activities:

○ Conduct post-event evaluations to determine success and areas for improvement.

○ Compile and analyze feedback from attendees and stakeholders.

○ Maintain records of event activities and provide reports on outcomes.

○ Coordinate the transcription and promotion of event recordings.

○ Ideate and implement strategies for reusing event recordings for other marketing purposes.

Qualifications:

● Bachelor's degree in Event Management, Marketing, Hospitality, Business, or a related field.

● Minimum of 2-3 years of experience in event planning and coordination, preferably within a marketing context.

● Strong organizational and multitasking skills with the ability to manage multiple projects simultaneously.

● Excellent communication and interpersonal skills.

● Proficiency in event management software, HubSpot, Canva, Photoshop, and Microsoft Office Suite.

● Ability to work flexible hours, including evenings and weekends, as required.

● Strong problem-solving skills and attention to detail.

● Knowledge of accessibility standards and practices for virtual events.

● Knowledge of Harvard University and its administrative processes is a plus.

Key Competencies:

● Attention to Detail: Ensures that all aspects of the events are accurately planned and executed.

● Communication: Clearly and effectively communicates with all stakeholders.

● Customer Focus: Anticipates, understands, and responds to the needs of attendees and stakeholders.

● Teamwork: Works effectively with others to achieve common goals.

● Time Management: Prioritizes tasks and manages time efficiently.

● Marketing Acumen: Understands and applies marketing principles to promote events effectively.

● Technical Proficiency: Skilled in using virtual event platforms and creating promotional materials.

● Innovative Thinking: Ability to ideate and implement creative solutions for the reuse of event recordings.

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