Events & Experience Specialist

Sun Life•Wellesley, MA

22h•$54,400 - $81,600•Onsite

About The Position

The Events & Experience Specialist supports Sun Life’s hospitality service program, with a range of in-person meetings and hybrid events and employee experience services. The specialist provides expert knowledge to meet our corporate objectives, quality standards and business goals for our employee experience program. A creative solutions expert with strong customer service skills, the specialist ensures the superb delivery of food and beverage programs, employee experience services and event logistics, including the support of the operational and administrative coordination of the site activities. The specialist is an onsite role at our US headquarters in Wellesley (Boston MA) and occasionally supporting our other US offices including Hartford CT, Portland ME, Baltimore MD, Milwaukee WI and Kansas City MO, with seamless experiences across the sites. The specialist takes a hands-on role coordinating key onsite meetings and events for a range of business partners, and collaborating with stakeholders, team members and vendors. The specialist works directly with business partners to reserve space, confirms event orders, liaises with vendors and is onsite to ensure the smooth delivery of key activities at this site, ready to support last minute and special requests. The specialist provides direction for catering partners and other vendor services as well as makes recommendations for service improvements. Reporting to the Event and Experience Manager the specialist collaborates with partners in Events & Experiences, Corporate Real Estate, and other departments of the company.

Requirements

A passion for corporate events and hospitality services.
You’re an accomplished event professional, with an inspiring track record of using a wide range of venues and virtual event platforms, working in close collaboration with production, technical and multimedia teams
You have 2+ years of customer service experience in hospitality environments, contributing to events and meeting operations
You have an outstanding attention to detail and enjoy creating and maintaining administrative and operational systems with an exceptional degree of accuracy.
You regularly show initiative and drive, as a self-starter you’re confident in your ability to get the job done
You have an excellent track record in fast paced, deadline driven and high-volume environments
You build strong business relationships with stakeholders, vendors, staff, and team members; you’ve got the ability to negotiate and resolve issues smoothly and effectively
You have strong technology abilities including strong Excel, Word, Outlook and other programs in the MS Office Suite, and the ability to adapt to learn a wide range of databases/CRM systems and web/virtual event platforms
You have experience tracking expenses and reconciling receipts
You are able to lift up to 50 lbs. as required, and comfortable with equipment set up/ and tear down duties
You have key hospitality industry certifications such as Food Handling Certification and familiarity with hotel/food/beverage industry best practices; First Aid: CPR; or willingness to complete certifications
You have willingness to work flexible hours, with shifting schedule to accommodate early morning or early evening events
You have experience working in a corporate environment.

Nice To Haves

Knowledge of AV industry-related equipment and terminology
Knowledge of customer service standards.

Responsibilities

Onsite everyday at Wellesley site, working with employees and guests to provide and inspiring a smooth workplace experience for all employees and guests
Ensuring seamless event delivery, directing teams and vendors to ensure the completion of the event agenda and responds to last minute adjustments.
Responsible for event/meeting coordination for range of on-site meetings, town halls and receptions including advising on space booking, detailing event orders, communicating with vendors, food and beverage management, set-ups, wayfinding, staffing, safety planning and post-event reporting
Collaborating with Corporate Real Estate, coordinating hospitality experiences, support amenity & usage monitoring sharing insights and making recommendations for improvements
Scheduled guest services duties at Welcome Desk.
Assisting employees with impromptu support, questions & coaching.
Assisting employees with occasional requests, room bookings, and coordinating last minute onsite arrangements.
Receiving and assisting with the distribution of event deliveries and other services through the office environment
Collaborating with the Corporate Real Estate team to ensure high levels of cleanliness, safety, and hygiene are maintained as well as identifying hazards and addressing problems if they arise.
Helping to ensure the security and organization of the office environment
Ongoing collaboration with the audio-visual services and technology teams, helping partners troubleshoot self-serve systems and escalating support requests as required
Onsite coordination of food and beverage programs, working closely with onsite vendors and stakeholders, processing invoices, reconciliations and making recommendations for service improvements
Administrative coordination of meeting and expenses including coordinating credit card reconciliations, purchase orders, approvals, chargebacks and ensuring any financial processing is completed.
Support of site inventory management, maintaining organization and operational resource systems and participating in verification processes.
Working closely with team members to ensure site equipment plans, logs and maintenance are properly coordinated
Ensuring that the venue is run in a safe, orderly and professional manner in accordance with the conditions of all employment, health and safety, fire, and building regulations, as well as company procedures that include, but are not limited to security, fire code/fire lane policy and health & safety requirements.
Health and Safety representative, Fire Warden and able to provide onsite First Aid
Commitment to continuous improvement with the aim of making processes as efficient as possible, while delivering quality results
Willingness to travel (25%)
Other duties as required.