Coordinator, AA&D Events

Job Summary

As a member of the Alumni Affairs and Development Events team, this full-time, overtime eligible position reports to the Deputy Director, Events. The Events Coordinator is responsible for creating and managing event databases, tracking invitee responses, event production, event execution, training new hires, and projects as required. In addition to technical support and database management, this role may be responsible for the coordination of select small events that are internal or external to the organization. The Events Coordinator may be tasked with event research projects, shadowing event leads, and other tasks as assigned.

Job-Specific Responsibilities

• Create and maintain FileMaker Pro database of event invitees, the main event tracking tool. Significant amount of computer work, downloading invitation pools, creating tracking systems for each event, recording responses, creating reports that include all results, and data entry of incoming responses.
• Coordinate all assigned event mailings including save-the-date, invitation and confirmation mailings.
• Communicate with guests by phone, in writing, and at events.
• Design and produce reports and production materials (name tags, seating tags, place cards, tent cards, etc.). Includes proofing of event materials for all department events.
• Responds to questions from staff, faculty, vendors, and guests.
• Manage Perfect Table seating databases.
• Regularly attend internal training for event platforms and systems. Oversee and help develop the training of new Coordinators and Staff Assistants, including creating and maintaining training documents.
• Provide research and support to Event leads, such as briefings or projects as needed.
• May be asked to lead select small events or take on areas of larger events, which could require negotiation with vendors in a professional and informed manner, organizing logistical needs, creating timelines, maintaining budgets, recruiting and assigning staff for execution of event.
• Assigned department specific projects including developing organization systems and department statistical reports.
• Tactful judgement, forward thinking, resourcefulness, and proactivity are all necessary. Ability to always handle confidential information.

Physical Requirements

Job requires standing for long periods of time and the ability to lift and carry heavy objects.

Qualifications

Basic Qualifications

• Must have a minimum of two years of experience in planning and coordinating meetings and events or transferable experience.
• Must have working proficiency in Microsoft Excel, Word and Outlook software with technological adeptness for other platforms.
• Overtime required (can be significant during peak periods) including evenings and weekends.
• Job requires standing for long periods of time and the ability to lift and carry heavy objects.
• May travel in order to staff events.
• You will be expected to work certain events, such as reunions each Spring, be in the office frequently for event production and participate in department retreats that take place on campus in Cambridge, MA.

Additional Qualifications and Skills

• BA/BS degree from an accredited university preferred; two or more years related office experience, preferably in an academic environment.
• Must be highly organized, detail-oriented, and have strong interpersonal and tactful communication skills. Ability to establish and promote good working relationships with alumni, colleagues, faculty, administrators, students, and vendors. Works well on a large team.
• Must be flexible and possess the ability to handle multiple tasks accurately under multiple and competing deadlines. Must be able to work independently and take initiative. Must have ability to handle confidential materials with discretion.
• Must be a professional, proactive, creative, collaborative, conscientious, and results-oriented individual. Should have ability to think strategically and conceptually, and display sound judgment.
• Knowledge of PCs and specifically of Microsoft Office programs (Word, Excel and PowerPoint) is essential. Intermediate/advanced Filemaker Pro skills a plus. Intermediate/advanced Zoom meeting and webinar skills a plus.
• Aptitude for technology and willingness to embrace different technology platforms
• Must be energetic, motivated to learn, and open to change.
• Excellent speaking, writing, and client service skills required. Professional phone etiquette required.