Events & Meetings Coordinator

4 weeks ago

Reston, United States Boston Properties Full time

Primary Purpose of Position:

Coordinate client events and meetings held at the Reston Town Center Conference Center.

Essential Functions:

+ Facilitate daily operations of the Conference Center, including room set up, audio visual equipment, marquee signage, and catering deliveries / pick-ups.

+ Manage and book reservations on the Conference Center calendar.

+ Provide client tours, pre and post event walk throughs, and coordinate maintenance issues.

+ Issue space use agreements, and invoices for payment of associated fees.

+ Conduct operational opening and closing procedures.

+ Establish relationships with caterers and other service providers of the Conference Center.

+ Assist clients in all aspects of meeting planning as requested.

+ Assist in managing and tracking annual budget for the conference center.

+ Assist in creation, management and execution of client events.

+ Assist in creating and sending out marketing collateral for the Conference Center and events.

+ Coordinate with Property Manager, Chief Engineer, Janitorial Manager, and Security, to ensure compliance of all building rules and regulations.

+ Maintain and update database of key client and non-client contacts.

+ Provide a range of concierge-type services to Reston Town Center clients.

+ Complete other duties as assigned (marketing invoice tracking and coding, assisting with other Reston Town Center events, etc.)

Non-Essential Functions:

+ Provide any additional service and/ or support that may be needed to the Marketing Team.

+ Participation in industry related organizations.

+ Participation in outreach programs requested by Marketing Director.

Requirements and Qualifications:

+ High School diploma or equivalent educational certification required.

+ Bachelor degree preferred.

+ Proven customer service skills.

+ Proven ability to work well under pressure, meet deadlines, juggle priorities, and maintain a professional demeanor.

+ Excellent organizational, administrative and telephone skills, and attention to detail.

+ Proficiency with word processing, spreadsheet and database software.

+ Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.

+ Possess excellent written and oral communication skills.

+ Must be a proven self-starter capable of finding solutions with minimal supervision.

+ Available to work overtime as dictated by special events schedule.

+ Ability to work independently

+ 2 years minimum sales and marketing background.

Physical Requirements:

+ Involves work of a general office nature usually performed sitting such as operation of a computer.

+ Involves work of a general office nature usually performed standing such as operation of a printer/copier/scanner.

+ Involves movement between departments and buildings to facilitate work.

+ Involves work such as tours throughout property portfolio usually performed by walking and by climbing stairs.

+ Involves set up of sound system, conference phones, monitors and video conference equipment.

+ Lifting is necessary and generally requires lifting and moving office supply boxes, generally weighing 20-30 lbs.

Internal and External Contacts:

+ This position interacts extensively with all levels of employees within Boston Properties, tenants, vendors, guests and other external audiences.

Reporting Structure:

+ This position reports to the Marketing Director

BXP is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.

Boston Properties is an Affirmative Action and Equal Opportunity Employer. We are committed to fair and impartial treatment in all of our relations with employees, as well as applicants for employment, to recruit, upgrade, train, and promote in all job titles without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.

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