Job Summary:

- Plan and execute corporate events/meetings with colleagues

· Coordinate all information for on-site events and be the main liaison between the client and all service vendors to plan, set up, execute and ensure total meeting success

· Liaison with Site Affairs team to manage Site Wide Events

· Work with partner planners, and Reserve Team booking and reserving meeting space and equipment as necessary

· Develop plans for meeting set up and meeting room design

· Maintain confidentiality related to the people and contents of the event

· Enter meeting specifics into the central database/filing system

· Assign meetings/events from meeting request forms that come in if needed

· Maintain and keep meeting schedule data base current

· Set up folders for the following year for all meetings scheduled

· Schedule and manage all necessary planning and logistical meetings

· Assist Workplace Solutions & Site Affairs teams in anyway they need

· Assist with conference and event budgetary guidelines

· Planners may be asked to fulfill other roles that are managed by the Conference Solutions team

Meeting Coordinator Responsibilities:

· Monitor phones and CS Inbox for reservation and cancellation requests ranging from day-to day meetings to extended FDA and Corporate Audits. Broker spaces to ensure meetings stay on-site

· Intake one-calls, dispatch/resolve, and track/metrics

· CS inbox for Pending Approval reservations; review, accept or deny, and send appropriate follow up email for denials

· Update/Keep Current- Reserve room booking tool as needed (e.g., room setups, phone numbers, etc.)

· Serve as a resource to clients proving instruction/direction for a variety of issues/topic such as VC issues, VC Ordering, Teams, Guest Net, Logistics, etc.

- knowledge & understanding of conference room and large event space technology

- Large town hall planning and coordination

Additional Responsibilities:

· Assist the Conference Planners/coordinators with day-to-day activities and responsibilities as needed. Oversee the day-to-day operation.

· Cross train with all staff.

- Overview cross-train with other service providers to understand there responsibilities and how you collaborate on meetings and events

Hospitality Core Competencies:

· Requires the ability to interact with all clients in a professional and friendly manner despite periods of stress

· Teamwork – one team mentality, demonstrate respect, share the workload, and trust your colleagues

· Multi-tasking ability – balance multiple inputs and needs to reach the needed objective

· Flexibility – be enthusiastic, adaptable and resilient

· Attention to detail – seek clear understanding and drive all issues to successful resolution

· Time Management – use your time effectively and productively

· Communication – understand verbal and non-verbal cues, be an active listener. Show genuine respect and empathy

· Interpersonal skills – demonstrate cultural awareness. Create memorable experiences. Demonstrate care for others.

· Problem solving – accurately and objectively define issues. Take initiative to resolve.

This position offers the opportunity to showcase your creativity, organizational skills, and attention to detail in a fast-paced and exciting environment. If you are passionate about creating memorable experiences and have a flair for event management, we would love to hear from you!

Qualifications
- Event planning experience
- Strong customer service skills
- Excellent time management abilities
- Proficiency in events management and budgeting
- Effective communication and organizational skills
- Prior banquet, catering, and hospitality experience a plus

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Events management: 3 years (Required)
• Customer service: 3 years (Required)

Ability to Commute:

• Cambridge, MA 02139 (Required)

Ability to Relocate:

• Cambridge, MA 02139: Relocate before starting work (Required)

Work Location: In person