Job Description

Experience Services Meeting and Event Coordinator

JLL Experience Services team members are experts who create value through lasting partnerships. At JLL, it is our goal to provide experiences that will be long remembered by our clients.

We set the standard for superior experiences for our clients and our teams.

Job Summary

The Experience Services Meeting and Event Coordinator assist with aspects of the planning and execution of internal and external events including décor, catering, entertainment, transportation, location, invitee list, special guest, equipment, promotional material, etc.

They will coordinate the details set-up of the event with the onsite team and event vendors. The Meeting and Event Coordinator is responsible for ensuring exceptional client experiences through proactive communication and high touch hospitality focused service.

They must be able to exhibit exceptional customer service and communication skills.

Key Responsibilities

• Demonstrate expertise in executing high profile meetings and events with senior executive participation.
• Consult with conference center clients to determine event needs such as space, physical set-up, AV and technical requirements, catering and event support.
• Primary point of contact for conference center clients; responds to all requests in a timely manner.
• Consistently deliver high standards of care during events, exceed client expectations and anticipate needs.
• Manages all operations, functions, and logistics for conference center including scheduling of the conference center using client scheduling software, ordering catering, troubleshooting A / V and other set up issues.
• Collects feedback from business line stakeholders and client attendees to integrate into continuous improvement effort.
• Complete all tasks and projects as directed and ensure timely delivery based on deadlines.
• Engages in a culture of continuous improvement and innovation by adopting and participating in the development of best practices, new tools and other ideas that provide service delivery efficiencies.
• Establish rapport and maintain relationships with events and conference clients.
• Handle all administrative support for the conference center and off-site meetings and events, including but not limited to, preparing cost quotes, presentations, responding to inquiries and requests.
• Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption.
• Follow established escalation procedures and incident reporting procedures.
• Other duties, as assigned.

Qualifications

• Bachelor’s degree or proven experience as an event planner or organizer.
• 1-3 years of experience in event planning, project management, hospitality, event planning or related field.
• Excellent time management and verbal / written communication skills with the ability to communicate professionally.
• Ability to multi-task in a fast-paced environment.
• Exceptional customer service skills with a passion for hospitality.
• Ability to work with clients at all levels of an organization, including C-suite.
• Requires the willingness and ability to travel as needed.
• May require some nights and weekends.
• Experience in budget planning and ability to stay on budget.
• Proven leadership skills with the ability to manage multiple priorities and deliver results in a fast-paced environment.
• Track record of initiative, integrity, and good judgement.
• Highly collaborative with strong interpersonal skills.
• Proficient skills in Microsoft Office Suite (Excel, Work, PowerPoint, Visio, and Outlook).

Location :

On-site Cambridge, MA

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth :

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

Some of these benefits may include :

401(k) plan with matching company contributions

Comprehensive Medical, Dental & Vision Care

Paid parental leave at 100% of salary

Paid Time Off and Company Holidays

Flexible and Remote Work Arrangements may be available

About JLL

For over 200 years, JLL (NYSE : JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties.

A Fortune 500 company with annual revenue of $20.9 billion and operations in over 80 countries around the world, our more than 103,000 employees bring the power of a global platform combined with local expertise.

Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communitiesSEE A BRIGHTER WAY.

JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services.

We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process.

We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons.

We will then delete it safely and securely.

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.