Event Operations Associate
About The Position
To advance the Foundation's role as a civic leader, the Events team works with leaders across departments and community partners to design and produce public forums, gatherings, and convenings that advance the Foundation's impact strategies and draw attention to other salient issues facing Greater Boston. The Event Operations Associate is a key member of the team, supporting and coordinating the use of the Edgerley Center for Civic Leadership for TBF and community partner meetings and events. The position requires a high level of attention to detail and the ability to manage multiple tasks concurrently. The Event Operations Associate will handle additional administrative tasks as needed.
Requirements
- High school diploma or equivalent relevant experience required
- Competency utilizing Microsoft Office including Word, Excel, PowerPoint and Outlook
- Excellent interpersonal, written and verbal communication skills
- Demonstrated ability to organize and coordinate multiple tasks simultaneously
- High level of attention to detail
- Comfortable working both independently and as part of a team
- Proven ability to track and meet deadlines in a demanding environment
- Experience with or willingness to learn Salesforce and events/marketing software
- Understanding of and commitment to the Foundation’s mission
- Ability to work for long periods of time at a workstation
- Ability to use a computer monitor and keyboard for long periods of time
- Ability to work onsite and remotely, as required
- Ability to lift and carry up to 15-20 pounds occasionally
Nice To Haves
- 2+ years of relevant work experience preferred
Responsibilities
- Serve as first point of contact for space inquiries from external community partners
- Oversee use of the Edgerley Center for Civic Leadership by community partners, including scheduling, sharing policies and procedures, recommending caterers, and providing A/V support and troubleshooting
- Create registration pages and welcome slides for all events
- Draft agendas and collect speaker biographies for event collateral
- Assist with placing orders for A/V, catering, floral, and rentals (staging, linens, etc.)
- Update and share the foundation-wide events calendar with colleagues
- Track logistics details, room/vendor coordination, and task completion across the team's monday.com boards for both internal and community partner events
- Assist with preparation and support for TBF's events, including advance set-up, day-of coordination, and managing event volunteers for set-up, registration, and clean-up/breakdown
- Manage event registration and attendee logistics, including monitoring attendance and waitlists, producing name badges, and maintaining accurate attendance lists for distribution to partners, participants, and TBF senior staff
- Manage event vendor relationships, including maintaining the Foundation's catering vendor list and coordinating vendor set-up (COIs, EFT information, W-9 forms, orientation)
- Submit event invoices for processing and assist with expense reports for reconciliation
- Monitor Event Planning Forms in Salesforce and remind internal partners to submit them
- Assist the Events Manager in pulling data reports on events, panelists, and attendees
- Support the team in resolving event-related issues
- Provide backup support for event invitations, follow-up emails, front desk coverage, and space walk-throughs
- Monitor the [email protected] inbox and respond to space inquiries
- Individuals assigned to this position may perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
