The Events Coordinator reports to the Executive Director of Advancement Events and Academic Ceremonies and is a member of the Signature University Events team within the Office of University Advancement at Northeastern in Boston.
The Events Coordinator supports the planning, production, execution, and attendee experience of both digital and in-person advancement and presidential events, academic ceremonies, and university-wide programs that engage alumni, parents, governance, donors, students, faculty, staff, and other distinguished guests. Working under the direction of senior events staff and in collaboration with university stakeholders, they will ensure that the multitude of details required to produce high quality events and guest experiences are flawlessly executed from start to finish.
The Events Coordinator is responsible for ensuring that the multitude of details required to produce high quality signature events are flawlessly orchestrated from start to finish. The Coordinator supports the team in a multitude of event logistics including but not limited to venue research; identifying and securing event space; coordinating with service providers including catering, audio/visual, facilities, rental companies, and the sign shop; vendor negotiations and oversight; developing and coordinating programmatic elements; RSVP tracking and guest management; creating event visuals and signage, handling mailings, communications, and social media channels; exceptional onsite customer service and hospitality; interfacing with attendees; and post-event follow up and project completion. They will work on a wide variety of small- and large-scale events including ceremonies, conferences and summits, high-level meetings, donor relations and fundraising initiatives, and more.
The Events Coordinator is organized, resourceful, provides outstanding customer service, and builds relationships with internal colleagues, event attendees, and external vendors and partners. As a member of the University Advancement Events team, the Events Coordinator must be able to represent the university and the University Events team in a professional, enthusiastic manner with a focus on excellent guest relations. They will serve as a first point of contact for the University Events team for both internal and external constituents.
The ability to interact with various constituencies, as well as colleagues across the university is essential - this position will interface with governance, alumni, students, faculty, staff, and visitors. The Events Coordinator must be accustomed to working in a fast-paced environment and possess high levels of customer service and professionalism, particularly in stressful situations.
This position requires night/weekend work, travel, and ability to lift 50lbs. Remote work is not available for this position.
Key Responsibilities & Accountabilities
Event Assistance, Logistics, and Production (60%)
Help coordinate event logistics and project schedules pertaining to speakers, venues, caterers, entertainers, photographers, transportation, sign shop orders, facilities work orders, etc.
Create detailed event timelines, task lists, and meeting schedules and maintain team agendas.
Develop accurate budget estimates and facilitate contracts and payments in a timely manner.
Design floor plans using Social Tables platform.
Collaborate with marketing and communications partners on design and copy for electronic and print collateral, including save the dates, invitations, menu cards, programs, etc.
Hire, negotiate with, and direct appropriate vendors (i.e. caterers, printers, audio/visual and lighting, florists, photographers, etc.).
Create and disseminate event briefings, registration and attendance reporting, production schedules, and other relevant documents to key stakeholders. Assists with on-site set-up, production, and break-down for events as necessary.
Assist with processing and tracking contracts, paperwork, and requests for payment in a timely manner. Track event budgets and payment reconciliation.
Assist with onsite event setup and breakdown.
Create and share social media content on various platforms.
Update and maintain event photography database.
Provide day-to-day project and office support to Executive Director, Director, and Events team. Update and maintain team project calendar and corresponding files.
Attendee Experience and Guest Relations (30%)
Collaborate with event partners to establish appropriate and accurate invitation and attendance lists using Salesforce CRM.
Create professional event landing sites, registration pages, attendee communications, and surveys using Cvent platform.
Post-event work including coding of attendees into database, compiling post-event reports for analysis, and creation and distribution of guest and client surveys.
Utilize Salesforce CRM database and Cvent platform to collect, update, and track attendee information
Communicate event details with guests via phone and e-mail prior to and after the event. Serve as point of contact for invitee/guest list inquiries from various communication channels.
Prepare accurate lists, nametags, place cards, seating assignments, meeting materials, tent cards and other collateral that organize guests' attendance at an event.
Provide onsite event support such as registration management, volunteer coordination, guest services, etc.
Deliver exceptional customer service and hospitality to event guests
Execute post-event follow up plan as determined.
Other Duties as Assigned (10%)
For example, may be called upon to assist with other Advancement initiatives or Commencement-related events as need be.
Knowledge, Skill Sets, and Experience
Bachelor's degree required.
A minimum of 2-3 years of experience planning both in-person and digital events and programs.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required, along with the ability to manipulate, extract and assemble data and information (i.e. for mailings and guest lists).
Experience with digital platforms and technologies that enable virtual experiences and event creation.
Experience working with business communication platforms.
Experience with Salesforce, Cvent, and Social Tables preferred.
Must have superior guest relations skills and be able to maintain a high degree of confidentiality at all times.
Strong ability to be self-directed and work in a fast-paced environment with multiple demands.
Impeccable attention to detail and accuracy, with excellent verbal, written, organizational, interpersonal and communication skills.
Experience working in higher education or a non-profit institution a plus.
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.