Job Description

Event Coordinator

Location: Boston, MA (Back Bay)

Duration: Up to 6 months

Hours per week: 40

Hybrid Schedule: 2-3 days on-site (the remainder, remote)

Rate Range: $25-$35 per hour

Timeline for hire: 1-2 interviews + onboarding, likely early May

Position Overview

Our client is seeking an Event Coordinator to manage and support the event team across a variety of tasks for conferences, corporate meetings, and social gatherings (in-person & virtual). The ideal candidate will be responsible for supporting the oversight, planning and implementation of events, ensuring that all logistics are handled smoothly and efficiently to create memorable experiences for our clients.

Key Responsibilities

• Coordinate logistics and execution of field marketing events and company-hosted events, including road show-style automotive conferences, client appreciation events, Customer Advisory Boards, and dealer summits (both virtual and in-person).
• Handle logistics such as airfare, hotel bookings, catering, registration, audio-visual setups, transportation, and event activations.
• Monitor tasks and project timelines to ensure projects stay on track and within budget, addressing and communicating any changes as needed.
• Collaborate cross-functionally with various stakeholders and vendors to ensure timely delivery of materials for event sponsorships and logistics.
• Organize event orders and manage event materials, signage, giveaways, name badges, lanyards, and other on-site event requirements, including attendee/participant swag.
• Manage pre/post-event communications to ensure attendees are well-prepared.
• Compile event data and performance reports as needed.
• Submit purchase orders and reconcile the events budget with actual expenses.
• Travel to events as needed (1-4 events max).

Qualifications

• 2+ years' experience
• Previous experience in event planning and project management.
• Strong communication and interpersonal skills.
• Excellent organizational and time management abilities.
• Ability to handle multiple projects simultaneously and work under pressure.
• Experience using Google Workspace a PLUS!

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