Event Planner

Department : Facilities Services

Schedule will vary depending on events - 35-40 hours per week minimum.

Department Summary (Briefly describe the purpose and activities of the department) : The Operations Division serves the four campuses : the main Medford / Somerville campus, the Boston Health & Sciences campus, the School of the Museum of Fine Arts at Tufts and the Grafton veterinary campus together encompassing 170 buildings and 5.

1million gross square feet. A broad range of services are provided to support the university campuses including facilities services, capital program management, campus planning and renewal, grounds and custodial services, campus engineering and energy management, event services, residential facilities maintenance and public and environmental health and safety.

Together, these functions within the operations division are responsible for the efficient, cost effective and safe operations of our campus as well as the maintenance and management of our university assets to support our research and educational mission, vision and values.

This position is considered essential as defined in the employee handbook

The Events Department, is the hub of daily activity for the planning, coordination, set-up, administration and execution of events throughout our main Medford campus.

Events range from faculty meetings, to events involving guest dignitaries to annual events supporting our mission as a premier educational institution including but not limited to commencement ceremonies, student celebrations and holiday events.

Job Summary (Summarize the positions key responsibilities) :

Reporting to the Events Manager, the Events Planner oversees the planning and execution of logistics for meetings and special events.

Using a diverse array of university resources, the Planner provides proactive, thorough and independent logistic support to identify optimal venue spaces, ensure appropriate event seating, venue preparation and logistical details such as dining and technology are executed.

Performing a number of complex and diverse duties, the Special Events Planner will be a primary contact for institutional and outside vendors, play a key role in project management, track expenses, manage logistics and support outreach to a diverse array of university constituents.

The Planner will have a front facing role with our university community; responding to communications both on the phone and through email and will interface with other departments and offices in support of special and institutional events.

The Planner maybe asked to work off hours including nights, weekends, holiday as required by the needs of the University.

Essential Functions :

Coordination and collaboration with a diverse array of internal and external entities. Conducts face to face meetings with faculty, staff, students and potentially third-party groups to advise on logistics for events and programs.

Interact with clients to provide a positive and professional customer service experience. Develops a solid understanding of university venues, resources and logistical challenges and uses that working knowledge to ensure a successful event for both indoor and outdoor locations.

The Planner often conducts site walk-throughs of indoor / outdoor locations and frequently oversees internal and external resources in the actual set-up and break-down of event spaces.

The Planner is a problem-solver, proactively handling issues as they arise and troubleshooting emerging issues on the event day. 45%

Assesses and processes event requests through university systems and technologies, including CMMS and EMS systems, developing work-orders that hone the detailed logistics, costs and requirements for both internal and external resources in support of event preparation and execution.

Dispatch information in a detailed and timely fashion to appropriate resources. Analyze information proactively to augment event planning opportunities and the impact on resources.

Develop plans for recurring events to ascertain resources and plans that optimize university resources and minimize costs. 25%

Coordinates and supervises necessary labor and scheduling resources needed to set up, breakdown and restore event venue to its appropriate condition.

Additional coordination with key service providers such as; Dining, Audio Visual Services, Public / Environmental Safety and Custodial Services is also required.

Also recommends and coordinate the logistics of outside vendor services such as rental equipment and furniture. 25%

Process event close outs through CMMS and EMS software and other duties as assigned.

Minimum Required Experience, Education, Background, and Certifications / Licenses (Consider the education, experience, licenses, and technical or specialized skills required to perform this job.)

Bachelors Degree in Event Planning, hospitality or equivalent and a minimum 3 years of progressively responsible event coordination and planning.

Substantive experience working with CMMS and EMS.

Motivated self-starter that can multitask and juggle priorities during peak seasons.

Microsoft Outlook, Word, Excel, Publisher and proficiency.

Outstanding verbal and written communication and interpersonal skills.

Customer service oriented

Self-starter focused on continuous improvements and executing transformative change.

Valid driver's license

Additional Preferred Experience, Education, etc. (Consider preferred qualifications including additional education, experience, or other job related skills.)

Job related experience in higher education, hospitality or similar multi-event / multi-client organization

Experience with MAXIMO CMMS and EMS

Other :

Working conditions (Consider exceptional working conditions, travel requirements, non-standard work schedule, occupational exposures, etc.

Flexibility in work schedule required due to the myriad events that occur nights, weekends and special occasions such as matriculation and commencement.

University Mission : Tufts is a student-centered research university dedicated to the creation and application of knowledge.

We are committed to providing transformational experiences for students and faculty in an inclusive and collaborative environment where creative scholars generate bold ideas, innovate in the face of complex challenges and distinguish themselves as active citizens of the world.

Tufts Competencies : Tufts competencies describe the knowledge, skills and behaviors required to effectively perform a job in the university :

Expertise : Requisite skills for the position; sharing of expertise; support of others in learning and skill building; pride in work;

commitment to professional development.

Interaction with Others : Demonstrated communication skills; openness to different viewpoints; respect shown for others; collaboration on joint projects and decisions;

ability to give and receive candid and helpful feedback.

Continuous Improvement : Measurable improvement made in systems or processes; system efficiency; innovation and creativity;

commitment to generating new solutions and ideas.

Customer Focus : Attention to and focus on customer satisfaction; effective and appropriate relationships with customers;

successfully anticipate and meet the needs of both internal and external customers.

Resourcefulness and Results : The ability to work effectively in a variety of situations; demonstrating good work habits, flexibility and initiative;

using multiple resources to achieve desired results; seeking input and assessing risks when decision making; committing to getting things done.

Leadership : Model desired behavior for position; act as catalyst for change through positive energy. (For management positions refer to the Leadership Competency Model.)

Job Title : Event Coordinator

• Part time Role - 20-25 hours per week
• Local to Boston, will be in the office 1-2 days per week (as needed)

Job Summary :

• Responsible for providing meeting, event and administrative support, technology support, and task-based activities from a four-person Events team.
• This is a highly detail-oriented role, one that requires managing multiple tasks simultaneously and meeting stringent deadlines.
• Professional composure and business maturity is imperative.
• Strong Excel skills are required, as much of the position will focus on expenses, invoicing, budget tracking and management.

Job Responsibilities

• Manages team s purchasing card (Pcard) expenses and invoices; manages the on boarding of new vendors into OneGL.
• Maintains event spend for both calendar years that events straddle.
• Creates and maintains event project plans in SmartSheet.
• Maintains / Organizes registration reports and tracks all events and broker attendance.
• Provides general office support, including but not limited to : namebadges, PowerPoint presentations, survey result compilation, executive briefing book production, shipping, storage closet maintenance, etc.
• Assists with internal team meetings, tracks project deliverables, distributes meeting material, and provides administrative support across Marketing as needed.
• Oversees activity in team s mailbox.
• Assists in event support across GRS as needed.

Preparation, Training and Experience

• Bachelor s degree or equivalent.
• Strong project management skills, with high attention to detail.
• Proficiency with MS Office products, especially Excel; Smartsheet skills preferred.
• Strong communication skills (both written and verbal)
• Ability to quickly learn and utilize event-related technologies.
• Demonstrated ability to organize multiple tasks simultaneously, shift priorities, and manage multiple stakeholders expectations.
• Customer-centric team player who consistently demonstrates strong interpersonal skills.
• Located in Boston; works remotely and in-office.

TRADE An Award-Winning Greek Restaurant is looking for a passionate, entrepreneurial and focused Event Coordinator to join our Hospitality Group.

As the Event Coordinator, you will be the first point of contact for our guests looking to book our event spaces, and are responsible to deliver amazing and prompt guest service.

You are also responsible for being an expert in our food and logistics. You will handle intake of all event inquiries, correspond with the guest to meets their every need, finalize a contract, communicate to the team, and execute the event.

This is a Full-Time position, requiring 30-40 hours weekly, with the expectation that you will be on-site for these hours.

Your first priority is booking events and overseeing their execution. Your secondary priority is to build relationships with our potential clients, to that end during the slower periods you may be asked to fill a maître’d role being the first point of contact for potential clients.

You must be organized, professional, prompt, have a sense of urgency and give excellent customer service. This is a customer-facing position, and professional demeanor is expected at all time.

This is a full time position. You are benefits eligible. Compensation packages start with a base hourly ( $25-$29 / hr) and you’ll make commission from everything you sell.

You will work directly under our Company’s Director of Sales.

Trade is an equal opportunity employer regardless of race, color, religion, creed, sex, marital status, national origin, disability, age, veteran status, on-the-job injury, sexual orientation, political affiliation or belief.

Apply Now

Senior Meeting and Event Planner

at Recorded Future (View all jobs) Boston, MA

With 1,000 employees, over $250M in sales, 1,500+ clients, and rapid year-over-year growth, Recorded Future is the world’s most advanced, and largest, intelligence company!

We are seeking a Corporate Senior Meeting & Event Planner to partner with the organization in delivering skillful meeting planning for a variety of meeting types.

This role will be a hyrbid position, and responsibilities will be split between meeting, event planning and procurement, in particular reviewing and negotiating contracts.

This detailed oriented role is responsible for managing all aspects of a successful meeting not limited to curating attendee communications, logistics, sourcing and working with the cross functional planning teams on roles responsibilities, updates, timelines and deliverable throughout the entire meeting planning process.

In addition, this person will

Reporting to the Senior Director of Procurement, Meetings & Events and Global Travel you will be a key member of the team.

What you’ll do as Senior Meeting and Event Planner :

• Lead, plans and executes internal and external face to face and virtual meetings globally
• Manages hotel, venue, and vendor contracting and negotiations, securing the best possible terms and cost savings to stay in line with budget
• Develop RFPs and RFIs along with evaluation criteria, industry benchmarking, and negotiation strategy when required
• Facilitate and manage a high volume of tasks within a demanding and rapidly changing environment
• Provides superio customer service during the planning process and on-site
• Proficient in Cvent, the company's meeting management tool
• Experience in strategic sourcing with a proven track record of contract negotiations and documented savings
• Demonstrated success producing high-quality deliverables on time and within budget in a fast paced, high growth, environment
• Ability to influence and partner with business colleagues throughout the organization
• Advanced skills in Excel with the ability to tell stories with data
• Ability to travel domestically and globally when required
• Manage companies on-line booking tool relating to meeting invites and flight analysis
• Procure other goods and services for the organization not relating to meeting management
• Benchmarking analytics of cost of events
• Procuring for all meeting and event requests
• Supports any ad-hoc request

What you’ll bring as the Senior Meeting and Event Planner :

• Requires 6+ years of Corporate Meeting and Event Planning Experience
• Highly proficient with Cvent Platform
• Experience with Ironclad or similar contract management system
• Experience with data analysis
• Bachelor’s Degree
• Proficient with Microsoft office suite
• Project Management

This position is full-time and Hybrid in our Somerville, MA headquarters.

Why should you join Recorded Future?

Recorded Future employees (or Futurists ), represent over 40 nationalities and embody our core values of having high standards, practicing inclusion, and acting ethically.

Our dedication to empowering clients with intelligence to disrupt adversaries has earned us a 4.8-star user rating from Gartner and 8 of the top 10 Fortune 100 companies as clients.

Join Boston Public Schools Recruitment Team and various departmental representatives for an exclusive hiring event at Immigrant Family Services Institute, Inc IFSI on July 12th, 2023 from 10am to 1pm.

There will be onsite job screenings for cafeteria and custodial workers, lunch and bus monitors for Boston Public Schools held in person at IFSI Building : 1626 Blue Hill Avenue in Mattapan, MA.

Click on "Apply to this Position" to RSVP for the Recruitment Event : BPS x IFSI Hiring Event on 7 / 12 / 23 from 10 : 00am to 1 : 00pm.

Please visit the teachboston.org website events page to sign up for future sessions.