Event Coordinator Jobs

Event Coordinator

The Employee Programs Department Event Coordinator assists in the coordination of employee recognition programs and Mass General Brigham system-wide initiatives (including retreats, special programs, departmental and holiday events).

Responsibilities include: data management, coordination and planning of in-person and virtual event logistics, preparation of event materials and communications and managing vendor payments. Incumbent is responsible for ensuring program logistics are executed efficiently and accurately, from the planning phase through the event itself.

The Coordinator must possess exemplary attention to detail, excellent organizational skills and the ability to prioritize, as this position requires a great deal of self-motivation, initiative, problem solving, and the ability to accommodate fluctuating workloads.

Working independently with minimal direction, develops and maintains positive working relationships with all levels of internal and external stakeholders and provide excellent customer service. Incumbent supports departmental administrative functions and scheduling/calendaring. Reports to the Director of Employee Programs.

Database Management (50%)

• Assist with the management of multiple relational databases for a wide variety of recognition programs and special events
• Prepare reports to summarize data
• Follow processes to format and input/export data
• Ensure accuracy of data and programmatic elements for recognition programs

Event Coordination (25%)

• Collaborate with liaisons from each affiliate and coordinate scheduling and customized logistical requirements for approximately 20 annual recognition programs
• Proofread and coordinate distribution of communications materials
• Support remote/virtual meetings, including technical components, logistics and communication
• Coordinate vendors/services for events and meetings
• Adhere to responsibilities as outlined in project timelines
• Prepare event materials and assist with logistics, set-up, registration procedures and volunteer management

Administrative (25%)

• Serve as assistant to Director; maintain appointment calendar; schedule wide range of events and meetings
• Financial responsibilities include submitting and tracking high volume of purchase orders and check requests. Act as liaison between department and Accounts Payable Client Services to request and follow up on payments
• Responsible for front-line customer support for the department, serving as first point of contact to employees, recipients, invitees and vendors

Qualifications

• This position is hybrid with time spent at the office negotiated with the team. The majority of working hours are conducted in a remote office environment with typically 1 to 2 days in the office per week, dependent on event and project schedules.
• Bachelor’s degree
• Possible local travel to Mass General Brigham sites and other event locations
• Flexibility in schedule is needed for some duties
• One year of experience in an office setting/corporate environment (preferably within healthcare) and experience in event coordination

Skills, Abilities, Competencies

Communication Skills

• Ability to successfully negotiate and collaborate with others of different skill sets, backgrounds an levels within and external to the organization
• Ability to exercise sound judgment, political savvy and diplomacy in a complex environment, maintaining confidentiality and professionalism at all times
• Possess strong written and verbal communication and interpersonal skills to effectively and harmoniously interact with a diverse range of employees and vendors at all levels across clinical, research and administrative departments
• Ability to work independently and as part of a team

Technical Skills

• Proficient in the use of Microsoft Office
• (preferred) Experience with data management software, such as Microsoft Access

Organizational Ability

• Highly motivated and team-focused, with exceptional follow-through and attention to detail on all project tasks
• Ability to multi-task, work efficiently and problem solve in a fast-paced, high volume, stressful environment
• Strong organizational skills (ability to anticipate, organize, prioritize and meet deadlines)
• Ability to understand the “big picture” without losing focus of logistical details