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Event Coordinator

2 months ago

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

Charles River Center is seeking a highly organized and detailed oriented candidate to join the development team. The ideal candidate is responsible for planning, organizing, and executing all aspects of events that are consistent with the organization’s mission, objectives, and brand. The Events Coordinator will work closely with internal teams, vendors, and clients to deliver memorable experiences. This is a non-exempt position.

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 collaborate with designer and/or marketing and communications coordinator.

· Develop marketing and promotional strategies to attract attendees.

Qualifications:

· Education: Bachelor’s degree

· Experience: Minimum 5-7 years of experience in event planning and coordination or related fields.

Skills:

o Strong organizational and multitasking abilities.

o Excellent communication and interpersonal skills.

o Proficiency in Microsoft Office and event management software.

o Creative thinking and problem-solving skills.

o Ability to work under pressure and meet tight deadlines.

o 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 various locations. Reliable personal transportation is required.

Pay: $35/ hour