Event Operations Associate

About the role

The Boston Foundation seeks an Event Operations Associate to support and coordinate the use of the Edgerley Center for Civic Leadership for the Foundation and community partner meetings and events. Reporting to the Manager of Events, this position is exempt and hybrid, requiring a combination of in-office and remote work.

Responsibilities

• 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;
• Affiliate 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;
• Affiliate 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;
• Maintain Event Planning Forms in Salesforce and remind internal partners to submit them;
• Pull data reports on events, panelists, and attendees;
• Resolve event-related issues;
• Provide backup support for event invitations, follow-up emails, front desk coverage, and space walk-throughs;
• Monitor the events@tbf.org inbox and respond to space inquiries.

Qualifications

• High school diploma or equivalent relevant experience required;
• 2+ years of relevant work experience preferred;
• 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;
• 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;
• Ability to lift and carry up to 15-20 pounds occasionally.