Events Coordinator - Cambridge, MA

About the role

Does a well-coordinated gathering make you smile? Do you love organizing and preparing for people to come together for a shared interest? Do you enjoy meeting event hosts and helping them facilitate their events? If so, read on! CIC is looking for a personable and organized individual to support our events program. This is an exciting, full-time opportunity for someone with at least 1-2 years of experience working in events. YOUR DAY-TO-DAY WORK You will primarily work with the other members of the CIC MA Events team, but will also frequently engage with other internal CIC teams across Concierge, Operations, Marketing and Sales. Responsibilities may include, but are not limited to: - Coordinating event details, logistics, and flow for event hosts and their guests, from the intake phase all the way through to execution, while managing tight deadlines and quick turnarounds. This includes vetting requests for fit, creating and issuing quotes, collecting payments, approving Certificates of Insurance, and ensuring all event details are communicated in a timely, clear manner in line with CIC policies. - Acting as an ambassador for the event host and attendees by being an active supporter during your client's events. This includes bringing an energetic approach to help support the host and confidently preempt and troubleshoot any issues that may arise. - Setting up and troubleshooting audio/visual (AV) equipment used for events, livestream, podcast recording and hybrid event needs. - Arranging event furniture to meet the needs of the event hosts and resetting the space after the event. - Keeping event spaces in good working order, which includes keeping a well-provisioned, organized, and well-functioning stock of necessary supplies. - Coordinating with building management, cleaning staff, and security to ensure spaces stay secure and clean. - Working alongside other Event team members to coordinate events for CIC members or staff, and contributing to projects which improve the client experience, training materials, or otherwise. - Using tools like HubSpot and Eventbrite to support the planning, promotion, and analysis of event performance. This role also helps create marketing emails and landing pages for CIC community events, with a focus on clear communication and meaningful audience engagement. Work hours: The events we curate and support are as dynamic as our Events team and require a candidate who is flexible and excited to work outside of the standard 9-5 as needed. At CIC Massachusetts, events run anytime between 8:00 am and 9:00 pm EST, Monday to Friday. Our Event Coordinators are generally on-site for 8 hours within that time frame, although shift timings may vary from day to day and week to week. This role will be required to support a weekend event about once a month. Physical activities on the job: Frequent use of hands for fine motor work and mid to full vision. This position regularly includes hosting events in our spaces, necessitating moving around our spaces and lifting/moving AV equipment, tables, and chairs. This position also requires significant time working on a computer and navigating between different documents and platforms. ABOUT YOU You are a service-minded individual who is accountable, clever, energetic, enthusiastic, and able to work independently. More specifically, you are: - Personable and naturally enjoy helping others. - Detail-oriented and organized, with strong time management and project coordination skills and the ability to anticipate client needs proactively. - An excellent communicator and listener, both in writing and verbally. - Knowledgeable about AV equipment and ready to develop expertise for new and emerging technologies. - Unflappable in busy situations - this role may require supporting multiple event hosts at once. - Comfortable with uncertainty and last minute changes, while also being comfortable asking for help. - Creative and enjoy brainstorming ways to build an engaged community and provide fun experiences. - Comfortable building and maintaining positive client relationships to support repeat business and long-term engagement. - Goal-oriented, with experience supporting event attendance, contributing to revenue goals, and creating positive participant experiences. - Committed to work that you consider "mission" based. You will see your work as an opportunity to make a powerful contribution to a larger effort in the startup, technology, and innovation ecosystem. - Able to work independently, think critically, and respond thoughtfully in fast-paced event environments, including during evening events without onsite supervision. YOU HAVE - A bachelor's degree or equivalent professional experience. - 1-2 years of professional events experience. - The availability to work as early as 8:00 am and as late as 9:00 pm. Shifts will be eight hours long and are set three or more weeks in advance. Your flexibility is required as the schedule may be adjusted with advan

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