Events Planning Assistant 2

Massachusetts Institute Of Technology Boston , MA 02298

Posted 3 months ago

REQUIRED: high school diploma or its equivalent; at least five years of administrative or events support experience; and knowledge of and expertise using Salesforce, Excel, and databases; and strong event management customer service skills. Job #18210-6

EVENTS PLANNING ASSISTANT 2, Center for Transportation and Logistics (CTL), to assist with planning and coordinating high-profile events, including developing invitation lists, confirming attendees, ordering refreshments, and performing other administrative or analytic tasks. Responsibilities will include serving as an information resource for policies surrounding events and/or room use; identifying and coordinating with internal/external service providers, e.g., space, equipment, audio/visual, video capture, catering, parking, hotel service, lighting, dcor, cleaning, furniture and moving services, transportation, security, parking, signage, etc.; attending and welcoming guests at events, overseeing event logistics, and addressing any problems that may arise; drafting and proofreading general event correspondence and promotional materials, possibly updating website content; collaborating with event host/program manager/executive director to provide cost projections and establish timelines for events; prioritizing the requirements of multiple events in various stages of planning; working with staff, faculty, and vendors to determine staffing needs and delegating tasks; working with a variety of providers to identify and resolve potential problems prior to, during, and after an event; reviewing, processing, and confirming registrations and serving as point-of-contact for participants and speakers; updating event gateway and FAQ pages on website; collecting and preparing photos/bios for distribution at events; working with out-of-state counterparts to arrange dinners/meetings/transportation for off-site events; collecting event materials to ensure timely publication and distribution; data entry and primary responsibility for maintenance of the Salesforce database, including adding students; and performing other duties as assigned.

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Events Planning Assistant 2

Massachusetts Institute Of Technology