Event Coordinator / Host for Executive Networking Gatherings in Boston (Hospitality & Gastronomy)

About the role

SAWOO is an international, dynamic, 20‑person company based in Munich that builds and operates communities for executives from large companies (e.g., Mercedes, Porsche, Airbus, Amazon, Siemens). We organize monthly in‑person networking meetups (approximately 20 per month), conferences, podcasts, and other networking opportunities. This role involves assisting at regularly scheduled networking events for high‑level executives in Boston, held once a month on Wednesday or Thursday evenings in fine‑dining restaurants in the city center.

Schedule

• Frequency: 1 meetup per month (dates set at least 3 months in advance)
• Day/Time: Wednesday or Thursday, 6:30 PM – 11:00 PM
• Location: Fine‑dining restaurants in downtown Boston
• Start date: As soon as possible
• Time commitment per event (approx. 7–8 hours total):
  • 1 hour preparation
  • 4–5 hours at the event
  • 1–2 hours follow‑up on the evening of the event

Pay

Flat rate of $190 per meetup plus $20 for expenses (printing, travel, etc.), totaling $210 per meetup. You must be able to provide invoices.

Responsibilities

Preparation

• Print and prepare name tags, questionnaires, and other materials for the meetup host
• Bring smaller items such as pens and clipboards
• Memorize participants’ names to greet them personally upon arrival

During the Meetup

• Make minor venue preparations and finalize arrangements with the host and venue staff before guests arrive
• Warmly welcome guests and hand out name tags
• Check off and complete the participant list
• Ensure service staff provides food and drinks or actively ask guests for drink preferences
• Support the meetup host with all matters during the event
• Take photos for social media
• Film the introduction round to connect participants based on stated challenges and experiences
• Ensure the agenda set by the host is followed
• Ensure guests fill out an exit questionnaire before leaving and collect the forms
• Conduct a short interview with the event host and record it

Follow‑Up (Evening of the Event)

• Complete a personal feedback questionnaire about the event
• Update the participant list with challenges mentioned during introductions and participants’ experiences (supported by video recording)
• Verify the participant list is complete and correctly filled out
• Upload the participant list, all questionnaires, photos, and videos

Goals & Expectations

• Above & Beyond Guest Experience: Deliver first‑class service, exceed expectations, and focus on details that make a difference
• Meticulous Work Style: Ensure all participant lists, questionnaires, photos, and videos are delivered in full and on time
• Proactive Communication: Communicate feedback, suggestions, or mishaps promptly to enable continuous improvement

Requirements

• At least 2 years of experience in upscale hospitality (preferably reception or service) or gastronomy; deep understanding of excellent service
• Confident, professional interaction with international guests and executives
• Native‑level English proficiency
• Fully committed, proactive, and eager to take initiative
• Reliable with strong attention to detail in preparation and follow‑up
• Open to feedback and new ideas

Benefits

• Competitive compensation of $210 per meetup
• Reliable planning with dates fixed at least 3 months in advance
• Direct contact with high‑ranking decision‑makers from renowned companies, gaining insights into their thinking, actions, and challenges
• Exciting insights into current trends and challenges across various industries
• Development of organizational and communication skills, plus experience in event management