Conference & Events Coordinator

Job title: Conference & Events Coordinator

About the Role Provide courteous and efficient service to clients and staff for coordination of onsite meetings. Coordinate with conference room planners for daily requirements, office-specific needs and updates in the conference room software.

What You'll Do

• Review monthly/weekly conference room meeting schedule to determine meeting needs.
• Coordinate internal meetings and special events, working with event owners and contacts.
• Proactively initiate contact with internal event owners on upcoming/potential events.
• Work with meeting owners and contacts to plan special events and meetings.
• Work with food service vendor to provide special menus, linens, china etc. as needed.
• Contacts meeting owners as necessary to finalize and confirm meeting details.
• Checks meeting services prior to meetings to ensure all requirements are established and ready.
• Holds weekly meetings with facilities, BSC Conference Room Planners, Food Service and IS to review the upcoming week’s details.
• Liaises with Conference Room Planners, as needed, to confirm meeting details and update office information in scheduling system.
• Reviews invoices related to meetings and events for accuracy, and submits same for payment including food service catering, subsidy invoices and outside billing.
• Assists with monthly and annual events by planning themes, ordering décor, working with vendors, and planning menus.
• Builds invitations for assigned events and incorporates software to track RSVPs.
• May also be called on to assist with building invitations for Client Development events or webinars.
• Assists with external events to include managing RSVPs, the RFP process, event collateral, event staffing, registration, etc.
• Handles special requests and/or problems and recommends appropriate solutions.
• Assumes additional responsibilities as assigned including support to the Boston operations department as needed; works closely with Office Administrator / Director and Operations / Administrative group for local standards, budgeting and workflow.
• Demonstrates a strong commitment to professionalism, delivering high-quality service, and maintaining a positive, solution-oriented (“can-do”) approach.
• Effectively supports internal departments, external clients, and vendors through clear, courteous communication via electronic correspondence, telephone, and in-person interactions.