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Events & Experience Specialist

4 months ago

Wellesley Hills, United States Sun Life Financial Full time

You are as unique as your background, experience and point of view. Here, you'll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

Job Description:

Location: We support US flexible working arrangements in the contiguous 48 states, however this position is an on-site role at our US headquarters in Wellesley, MA.

At Sun Life, we look for optimistic people who want to make life brighter for our Clients. We understand the value of diverse cultures, perspectives, and identities, and want you to bring your full and authentic self to work. Every day, you'll be empowered and challenged by working with dynamic colleagues to find new and innovative ways to make Sun Life the best benefits company in America.

The opportunity:

The Events & Experience Specialist supports Sun Life's hospitality service program, with a range of in-person meetings and hybrid events and employee experience services. The specialist provides expert knowledge to meet our corporate objectives, quality standards and business goals for our employee experience program. A creative solutions expert with strong customer service skills, the specialist ensures the superb delivery of food and beverage programs, employee experience services and event logistics, including the support of the operational and administrative coordination of the site activities. The specialist is an onsite role at our US headquarters in Wellesley (Boston MA) and occasionally supporting our other US offices including Hartford CT, Portland ME, Baltimore MD, Milwaukee WI and Kansas City MO, with seamless experiences across the sites.

The specialist takes a hands-on role coordinating key onsite meetings and events for a range of business partners, and collaborating with stakeholders, team members and vendors. The specialist works directly with business partners to reserve space, confirms event orders, liaises with vendors and is onsite to ensure the smooth delivery of key activities at this site, ready to support last minute and special requests. The specialist provides direction for catering partners and other vendor services as well as makes recommendations for service improvements.

Reporting to the Event and Experience Manager the specialist collaborates with partners in Broadcast & Event Services, Workplace Solutions, Workplace Strategy, and other departments of the company.

How you will contribute:

  • Onsite everyday at Wellesley site, working with employees and guests to provide and inspiring and smooth workplace experience for all employees and guests
  • Ensuring seamless event delivery, directing teams and vendors to ensure the completion of the event agenda and responds to last minute adjustments. Responsible for event/meeting coordination for range of on-site meetings, town halls and receptions including advising on space booking, detailing event agendas, communicating with vendors, food and beverage management, set-ups, wayfinding, staffing, safety planning and post-event reporting
  • Collaborating with Workplace Strategy & Design, coordinating hospitality experiences, support amenity & usage monitoring sharing insights and making recommendations for improvements
  • Educate employees on Activity Based Working and Future of Work Principles that form behavioral expectations and functional operation within Future of Work Spaces
  • Lead tours of Future of Work spaces with businesses and visitors to the space
  • Scheduled guest services duties at key FOW and high-traffic locations. Assisting employees with impromptu FOW support, questions & coaching. Assisting employees with occasional temporary access pass requests, room, or desk bookings, and coordinating last minute onsite arrangements. Receiving and assisting with the distribution of deliveries and other services through the office environment
  • Collaborating with the Workplace Solutions team to ensure high levels of cleanliness, safety, and hygiene are maintained as well as identifying hazards and addressing problems if they arise. Helping to ensure the security and organization of the office environment
  • Ongoing collaboration with the audio-visual services and technology teams, helping partners troubleshoot self-serve systems and escalating support requests as required
  • Onsite coordination of food and beverage programs, working closely with onsite vendors and stakeholders, processing invoices, reconciliations and making recommendations for service improvements
  • Administrative coordination of meeting and expenses including coordinating credit card reconciliations, purchase orders, approvals, chargebacks and ensuring any financial processing is completed. Support of site inventory management, maintaining organization and operational resource systems and participating in verification processes. Working closely with team members to ensure site equipment plans, logs and maintenance are properly coordinated
  • Ensuring that the venue is run in a safe, orderly and professional manner in accordance with the conditions of all employment, health and safety, fire, and building regulations, as well as company procedures that include, but are not limited to security, fire code/fire lane policy and health & safety requirements. Health and Safety representative, Fire Warden and able to provide onsite First Aid
  • Adhering to professional dress standards and supervising other uniform requirements
  • Commitment to continuous improvement with the aim of making processes as efficient as possible, while delivering quality results
  • Other duties as required.
What you will bring with you:
  • A passion for corporate events and hospitality services. You're an accomplished event professional, with an inspiring track record of using a wide range of venues and virtual event platforms, working in close collaboration with production, technical and multimedia teams
  • You have 2+ years of customer service experience in hospitality environments, contributing to events and meeting operations
  • You have an outstanding attention to detail and enjoy creating and maintaining administrative and operational systems with an exceptional degree of accuracy. You regularly show initiative and drive, as a self-starter you're confident in your ability to get the job done
  • You have an excellent track record in fast paced, deadline driven and high-volume environments
  • You build strong business relationships with stakeholders, vendors, staff, and team members; you've got the ability to negotiate and resolve issues smoothly and effectively
  • You have strong technology abilities including strong Excel, Word, Outlook and other programs in the MS Office Suite, and the ability to adapt to learn a wide range of databases/CRM systems and web/virtual event platforms
  • You have experience tracking expenses and reconciling receipts
  • You are able to lift up to 50 lbs. as required, and comfortable with equipment set up/ and tear down duties
  • You have key hospitality industry certifications such as Food Handling Certification and familiarity with hotel/food/beverage industry best practices; First Aid: CPR-C; or willingness to complete certifications
  • You have willingness to work flexible hours, with shifting schedule to accommodate early morning or early evening events
Preferred skills:
  • Knowledge of AV industry-related equipment and terminology
  • Involvement in industry-related associations
Do you see yourself in this role even if you haven't checked all the boxes above? We welcome all talented candidates and are committed to a culture that represents diversity in all forms. If you think you might thrive in this setting, we would love to hear from you.

Not ready to apply yet but want to stay in touch? Join our talent community to stay connected until the time is right for you

Life is brighter when you work at Sun Life
  • Excellent benefits and wellness programs to support the three pillars of your well-being - mental, physical and financial - including generous vacation and sick time, market-leading paid family, parental and adoption leave, a partially-paid sabbatical program, medical plans, company paid life and AD&D insurance as well as disability programs and more
  • Retirement and Stock Purchase programs to help build and enhance your future financial security including a 401(k) plan with an employer-paid match as well as an employer-funded retirement account
  • A flexible work environment with a friendly, caring, collaborative and inclusive culture
  • Great Place to Work® Certified in Canada and the U.S.
  • Named as a "Top 10" employer by the Boston Globe's "Top Places to Work" two years running


All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

We consider various factors in determining actual pay including your skills, qualifications, and experience. In addition to salary, this position is eligible for incentive awards based on individual and business performance as well as a broad range of competitive benefits.

Sun Life Financial is a leading provider of group insurance benefits in the U.S., helping people protect what they love about their lives. More than just a name, Sun Life symbolizes our brand promise of making life brighter -for our customers, partners, and communities. Join our talented, diverse workforce and launch a rewarding career. Visit us at www.sunlife.com/us to learn more.

At Sun Life we strive to create a flexible work environment where our employees are empowered to do their best work. Several flexible work options are available and can be discussed throughout the selection process depending on the role requirements and individual needs.

Our Affirmative Action Program affirms our commitment to make reasonable accommodation to the known physical or mental limitation of otherwise-qualified individuals with disabilities or special disabled veterans, unless the accommodation would impose an undue hardship on the operation of our business. Please email recruitingUS@sunlife.com to request an accommodation.

At Sun Life we strive to create a flexible work environment where our employees are empowered to do their best work. Several flexible work options are available and can be discussed throughout the selection process depending on the role requirements and individual needs.

For applicants residing in California, please read our employee California Privacy Policy and Notice.

Job Category:

Office Administration

Posting End Date:

20/06/2024

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.