Event Operations Associate

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.

All applications should be submitted online. Go to https://www.tbf.org/who-we-are/careers and select “Event Operations Associate” to complete our online application process.

Job Description

Title: Event Operations Associate
Department: Office of the President
Reports To: Manager of Events
FLSA Classification: Exempt     FTE: 1
Supervises: None
Hybrid Schedule (subject to change): In office 3 days a week and remote 2 days a week, with some evenings and early mornings required as needed. Specific in-office days may vary by week based on team needs.
Position Budgeted: $58,000.00 to $62,000.00

Position Summary:

To advance the Foundation's role as a civic leader, the Events team works with leaders across departments and community 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 the 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 external community partners;
• Oversee use of the Edgerley Center for Civic Leadership by community partners, including scheduling, sharing policies and procedures, recommending caterers, and providing A/V support and troubleshooting;
• Create registration pages and welcome slides for all events;
• Draft agendas and collect speaker biographies for event collateral;
• Assist with placing orders for A/V, catering, floral, and rentals (staging, linens, etc.);
• Update and share the foundation-wide events calendar with colleagues;
• Track logistics details, room/vendor coordination, and task completion across the team's monday.com boards for both internal and community partner events;
• Assist with preparation and support for TBF's events, including advance set-up, day-of coordination, and managing event volunteers for set-up, registration, and clean-up/breakdown;
• Manage event registration and attendee logistics, including monitoring attendance and waitlists, producing name badges, and maintaining accurate attendance lists for distribution to partners, participants, and TBF senior staff;
• Manage event vendor relationships, including maintaining the Foundation's catering vendor list and coordinating vendor set-up (COIs, EFT information, W-9 forms, orientation);
• Submit event invoices for processing and assist with expense reports for reconciliation;
• Monitor Event Planning Forms in Salesforce and remind internal partners to submit them;
• Assist the Events Manager in pulling data reports on events, panelists, and attendees;
• Support the team in resolving event-related issues;
• Provide backup support for event invitations, follow-up emails, front desk coverage, and space walk-throughs; and
• Monitor the [email protected] inbox and respond to space inquiries.

Other Duties and Responsibilities:

• Individuals assigned to this position may perform other duties as assigned.

Qualifications

Preparation, Knowledge, Previous Experience:

• High school diploma or equivalent relevant experience required;
• 2+ years of relevant work experience preferred.

Skills, Abilities, Competencies:

• Competency utilizing Microsoft Office including Word, Excel, PowerPoint and Outlook;
• Excellent interpersonal, written and verbal communication skills;
• Demonstrated ability to organize and coordinate multiple tasks simultaneously;
• 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.