Company Name
The Boston Foundation
Company City
Boston
Company State
MA
Job Location
Boston, MA
Company Information
The Boston Foundation believes that one of the great strengths of the Greater Boston community is the rich diversity of its residents in race, religion, national origin, ethnicity, sex, sexual orientation, gender identity, genetic information, age and physical abilities. The Foundation seeks to enhance and support that diversity, not only by its grant making, but also by adopting and implementing employment policies and practices designed to recognize and respond to such diversity.
The Boston Foundation is an Equal Opportunity Employer. We encourage applications from people with diverse backgrounds and experience.
Job Description
Title: Event Operations Associate
Department: Office of the President
Reports To: Senior Manager, Events & Sponsorships
FLSA Classification: Exempt FTE: 1
Supervises: None
Hybrid Schedule (subject to change): In office 3 days a week, usually Monday, Wednesday, Thursday, with flexibility as needed. Remote 2 days a week, usually Tuesday and Friday. Some evenings and early mornings required, as needed.
Position Budgeted: $50,000.00 to $55,000.00
Position Summary
To advance the Foundation’s role as a civic leader, the Events team works with leaders across departments (and sometimes outside partners) to design and produce public forums, gatherings, and convenings that advance the Foundation’s impact strategies and draw attention to other salient issues facing Greater Boston. The Event Operations Associate is a key member of the team, supporting and coordinating the use of the Edgerley Center for Civic Leadership for TBF and community partner meetings and events. The position requires a high-level of attention to detail and ability to manage multiple tasks concurrently. The Event Operations Associate will handle additional administrative tasks as needed.
Essential Functions:
• Serve as first point of contact for space inquiries from community partners;
• Provides assistance to groups using the Foundation’s conference rooms including scheduling meetings/events, assisting with audiovisual equipment, informing groups of conference rooms policies and procedures, recommending caterers and being available for questions and troubleshooting;
• Assist with preparation and support for TBF’s events – advance set-up and day-of;
• Submit event request forms for internal events that the team is producing;
• Monitor events attendance and wait-lists; export registration lists;
• Produce name badges and agenda/bios documents for distribution;
• Update foundation-wide events and sponsored events calendars;
• Support the Senior Manager, Events & Sponsorships with event-related issues, ensuring timely and successful resolutions;
• Assist with order placements for: catering, AV, floral and rentals;
• Work with the team’s management to rebuild the foundation’s catering vendor list, and build and maintain relationships with catering vendors; and
• Manage event vendor set up – collect COIs, EFT info, W-9 forms, and assist with vendor orientation.
Other Duties and Responsibilities:
• Individuals assigned to this position may perform other duties as assigned;
• Serve as back up for front desk coverage and space walk-through;
• Perform room modification/adjustments, etc. as needed;
• Monitor the inbox;
• Aid in gathering data for fiscal year planning; and
• Assist with departmental projects.
Job Qualifications
Preparation, Knowledge, Previous Experience:
• High school diploma or equivalent relevant experience required;
• Some college preferred; and
• 1-2 years of relevant work experience preferred.
Skills, Abilities, Competencies:
• Competency utilizing Microsoft Office products suite;
• Excellent interpersonal, written and verbal communication skills;
• Demonstrated ability to organize and coordinate simultaneous, sometimes competing tasks;
• High level of attention to detail;
• Comfortable working both independently and as part of a team;
• Proven ability to track and meet deadlines in a demanding environment;
• Experience with or willingness to learn Salesforce and events/marketing software; and
• Understanding of and commitment to the Foundation’s mission.
Working Conditions & Physical Demands:
• Ability to work for long periods of time at a workstation;
• Ability to use a computer monitor and keyboard for long periods of time;
• Ability to work onsite and remotely, as required; and
• Ability to lift and carry up to 15-20 pounds occasionally.
The content is intended to describe the general nature and level of work being performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.
External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case-by-case basis.
This job description is intended to be general and may be revised from time to time. At management’s discretion, the employee may be assigned different or additional duties from time to time.
How to Apply
All applications should be submitted online. Go online and select “Events Operations Associate” to complete our online application process.