Event Coordinate

UG2•Boston, MA

9d•Onsite

About The Position

The Event Coordinator plans, coordinates, and executes organizational events, managing logistical needs from setup through breakdown. The role works with clients, vendors, and internal teams to ensure events run smoothly, meet safety standards, and deliver a positive customer experience. Responsibilities also include managing the site event calendar, communicating with stakeholders, and preparing and maintaining event spaces before, during, and after events. The position requires attention to detail, strong communication, logistical planning, and physical work.

Requirements

Must be bilingual in English and Spanish.
Proficiency in Microsoft Outlook and other calendar management tools.
Experience with work order systems.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to repeatedly lift up to 50 pounds for event setup and breakdown.
Ability to work independently with minimal supervision and as part of a collaborative team.
Experience using cleaning tools and equipment for event space maintenance.
Strong customer service skills and commitment to client satisfaction.
Ability to manage multiple events and priorities simultaneously.
Knowledge of event safety standards and fire regulations.

Nice To Haves

One to three years of related experience is preferred.

Responsibilities

Serve as the primary customer contact for event setup, headcount, and vendor needs.
Manage and maintain the site event calendar, including approvals and scheduling.
Support and maintain training rooms, conference rooms, lobbies, lounges, and common spaces.
Set up event spaces to customer requirements, including arranging chairs, tables, power strips, and equipment, and reset spaces afterward.
Assist catering teams with setting up and tearing down catering tables indoors and outdoors.
Clean spaces before, during, and after events, including vacuuming, emptying trash, and resetting rooms.
Assist customers during longer events by managing trash, tidying spaces, and handling ad hoc requests.
Set up audio-visual equipment and troubleshoot issues as needed.
Respond to event-related emails and work order tickets in a timely, professional manner.
Inspect equipment for damage after use, manage inventory, and ensure items are accounted for and in working order.
Follow event safety standards and fire code regulations, including ensuring seating arrangements comply.
Assist with ordering, moving, and storing event supplies and equipment.
Keep event spaces clean, organized, and ready for future use.
Attend weekly team meetings to coordinate upcoming events and discuss logistics.