Events Coordinator - Cambridge, MA

CIC • Cambridge, MA

3d • Onsite

About The Position

CIC is looking for a personable and organized individual to support our events program. This is an exciting, full-time opportunity for someone with at least 1-2 years of experience working in events. You will primarily work with the other members of the CIC MA Events team, but will also frequently engage with other internal CIC teams across Concierge, Operations, Marketing and Sales. Responsibilities may include, but are not limited to: Coordinating event details, logistics, and flow for event hosts and their guests, from the intake phase all the way through to execution, while managing tight deadlines and quick turnarounds. This includes vetting requests for fit, creating and issuing quotes, collecting payments, approving Certificates of Insurance, and ensuring all event details are communicated in a timely, clear manner in line with CIC policies. Acting as an ambassador for the event host and attendees by being an active supporter during your client’s events. This includes bringing an energetic approach to help support the host and confidently preempt and troubleshoot any issues that may arise. Setting up and troubleshooting audio/visual (AV) equipment used for events, livestream, podcast recording and hybrid event needs. Arranging event furniture to meet the needs of the event hosts and resetting the space after the event. Keeping event spaces in good working order, which includes keeping a well-provisioned, organized, and well-functioning stock of necessary supplies. Coordinating with building management, cleaning staff, and security to ensure spaces stay secure and clean. Working alongside other Event team members to coordinate events for CIC members or staff, and contributing to projects which improve the client experience, training materials, or otherwise. Using tools like HubSpot and Eventbrite to support the planning, promotion, and analysis of event performance. This role also helps create marketing emails and landing pages for CIC community events, with a focus on clear communication and meaningful audience engagement.

Requirements

• A bachelor’s degree or equivalent professional experience.
• 1-2 years of professional events experience.
• The availability to work as early as 8:00 am and as late as 9:00 pm.
• Shifts will be eight hours long and are set three or more weeks in advance.
• Flexibility is required as the schedule may be adjusted with advanced notice based on clients' needs.
• Availability for and willingness to work on some weekends.
• A natural interest in helping and supporting others.
• An interest in a long-term role.

Nice To Haves

• Personable and naturally enjoy helping others.
• Detail-oriented and organized, with strong time management and project coordination skills and the ability to anticipate client needs proactively.
• An excellent communicator and listener, both in writing and verbally.
• Knowledgeable about AV equipment and ready to develop expertise for new and emerging technologies.
• Unflappable in busy situations — this role may require supporting multiple event hosts at once.
• Comfortable with uncertainty and last minute changes, while also being comfortable asking for help.
• Creative and enjoy brainstorming ways to build an engaged community and provide fun experiences.
• Comfortable building and maintaining positive client relationships to support repeat business and long-term engagement.
• Goal-oriented, with experience supporting event attendance, contributing to revenue goals, and creating positive participant experiences.
• Committed to work that you consider “mission” based.
• Able to work independently, think critically, and respond thoughtfully in fast-paced event environments, including during evening events without onsite supervision.

Responsibilities

• Coordinating event details, logistics, and flow for event hosts and their guests, from the intake phase all the way through to execution, while managing tight deadlines and quick turnarounds.
• Vetting requests for fit, creating and issuing quotes, collecting payments, approving Certificates of Insurance, and ensuring all event details are communicated in a timely, clear manner in line with CIC policies.
• Acting as an ambassador for the event host and attendees by being an active supporter during your client’s events.
• Bringing an energetic approach to help support the host and confidently preempt and troubleshoot any issues that may arise.
• Setting up and troubleshooting audio/visual (AV) equipment used for events, livestream, podcast recording and hybrid event needs.
• Arranging event furniture to meet the needs of the event hosts and resetting the space after the event.
• Keeping event spaces in good working order, which includes keeping a well-provisioned, organized, and well-functioning stock of necessary supplies.
• Coordinating with building management, cleaning staff, and security to ensure spaces stay secure and clean.
• Working alongside other Event team members to coordinate events for CIC members or staff, and contributing to projects which improve the client experience, training materials, or otherwise.
• Using tools like HubSpot and Eventbrite to support the planning, promotion, and analysis of event performance.
• Creating marketing emails and landing pages for CIC community events, with a focus on clear communication and meaningful audience engagement.

Benefits

• Starting compensation is $55,000/year.
• 100% company-paid premium healthcare and dental benefits.
• 100% company-paid long- and short-term disability, and life insurance.
• 401k (must be 21+).
• Three weeks of vacation (more with seniority) plus thirteen holidays from the start.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree