Responsible for the planning, organizing, implementation and support of internal college events and meetings led by the Office of the Dean in the College of Engineering. Responsible for managing the event from beginning to end on time, on budget, and for delivering event logistics that provide a positive experience to attendees. This includes, but is not limited to: 1. Working with organizers to understand event objectives and requirements 2. Proactively researching and recommending event plans 3. Developing detailed project plans and schedules 4. Negotiating and processing contracts and procurement 5. Budget planning/management and expense tracking/reporting 6. Advance logistics such as booking onsite space and offsite venues, room set up, catering, A/V, hotel blocks, transportation, signage, registration, promotion and website development 7. During-event support/execution, including overseeing support staff, volunteers, and student implementation teams that are assisting with events 8. Post-event evaluation and close-out This position requires strong time management and multi-tasking skills by completing various overlapping tasks to meet critical deadlines for multiple complex events. Must demonstrate the ability to work in a fast-paced environment and possess high levels of customer service and professionalism, particularly in stressful situations. The position requires occasional night and weekend work.
Event Administration: Update and maintain a master event calendar that includes both upcoming and historical records of events and meetings. Develop and maintain event template materials including but not limited to budgets, and to-do lists/task planners. Serve as a resource on event planning and execution for other college staff responsible for event planning and execution when needed.
College Event Planning and Execution: Serve as event logistics lead to achieve event goals for the college in partnership with dean and/or other organizer(s). May require research, site visits and other independent advanced planning. Logistics for each event include but are not limited to: Financial management: preparation of an approved budget, tracking and monitoring of event related expenses, participant payments/reimbursements, and liaising with college/university financial staff. Procurement/vendor management: identification of vendors, contract negotiations and processing, ensuring all proper procurement processes are followed pertaining to competitive bids, insurance, contracts, and payments o Technology management: registration or other forms as appropriate, virtual attendance technology, audiovisual/lighting event needs.
Event production/management: all onsite event aspects to ensure positive guest experience e.g. catering/menus/service, space booking/layout, security, hotel blocks, transportation, decor, signage and other print materials, promotional items, day-of registration/event logistics/guest support, event staff planning and oversight, and post-event break-down. Event promotion as appropriate, in collaboration with marketing and communications colleagues. Post-event management including attendee surveys, finalizing all event expenses and reconciling credit card and other charges against the account.
Bachelor's degree and a minimum of four years of event management experience preferred
Comfortable using Microsoft Office (including Teams, Word, Excel, Outlook and PowerPoint), Zoom, and website content management systems (WordPress or similar).
Strong verbal and written communication skills.
Strong organizational and time management skills: attention to detail, ability to manage multiple events, programs, and projects at once using project management and calendaring tools, and ability to create and maintain an organized file system. Ability to problem-solve and work independently, quickly and in a timely fashion, with high levels of customer service and professionalism.
Marketing and Communications
Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.
Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit https://hr.northeastern.edu/benefits/ for more information.
Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.
Founded in 1898, Northeastern University is a private research university located in the heart of Boston. Northeastern is a leader in worldwide experiential learning, urban engagement, and interdisciplinary research that meets global and societal needs. Our broad mix of experience-based education programs?our signature cooperative education program, as well as student research, service learning, and global learning?build the connections that enable students to transform their lives. The University offers a comprehensive range of undergraduate and graduate programs leading to degrees through the doctorate in nine colleges and schools.