Event Coordinator

2 weeks ago

Needham, United States Charles River Center Full time
Job DescriptionJob Description

Start your path toward a fulfilling career at the Charles River Center. Consider joining our team of compassionate, hard-working and caring individuals that empower and support people with disabilities. The Charles River Center provides innovative opportunities, services, and supports for over 950 children and adults with intellectual and developmental disabilities, acquired brain injury, and mental health challenges in the Metrowest and Southeast regions of Massachusetts.

The Event Coordinator is responsible for planning, organizing, and executing events for the Charles River Center. The coordinator ensures all aspects of events are consistent with the organization’s mission, objectives and brand.

Key Responsibilities:

Event Planning and Management:

Develop event concepts and themes based on the mission of the Charles River Center.

Create detailed event plans, timelines, and schedules.

Coordinate all event logistics, including venue selection, catering, transportation, and accommodations.

Ensure compliance with legal, health, and safety requirements.

Budget Management:

Prepare and manage event budgets.

Track expenses and ensure events stay within budget.

Provide financial reports and reconcile accounts post-event.

Vendor Coordination:

Identify and negotiate with vendors for services such as catering, decoration, entertainment, and audio-visual equipment.

Manage vendor contracts and ensure services are delivered as agreed. Maintain strong relationships with vendors and suppliers.

Attendee Management:

Manage event registration and attendee lists.

Coordinate guest services, including transportation, lodging, and special accommodations.

Handle attendee inquiries and resolve any issues promptly.

On-site Event Coordination:

Oversee event setup and teardown.

Ensure all event elements are executed as planned.

Troubleshoot any issues that arise during the event.

Manage event staff and volunteers.

Post-Event Activities:

Conduct post-event evaluations to gather feedback and assess event success.

Prepare event reports and summaries.

Follow up with clients and attendees for feedback and future opportunities.

Marketing and Promotion:

Develop content for event materials and work with designer and/or marketing and communications coordinator.

Develop marketing and promotional strategies to attract attendees.

Qualifications:

  • Education: Bachelor’s degree
  • Experience: 2-3 years of experience in event planning and coordination.
  • Skills:
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Proficiency in event management software and tools.
  • Creative thinking and problem-solving skills.
  • Ability to work under pressure and meet tight deadlines.
  • Attention to detail.

Working Conditions:

May require working evenings, weekends, or holidays depending on event schedules.

Some local travel may be necessary to coordinate and oversee events at different locations.

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