Boston Mayor Martin J Walsh

Events Assistant (Part-Time)

Department: Strategy & Operations

Reports To: Manager of Forums & Convenings

FLSA Classification: Non-exempt 

FTE: 0.6

Position Summary:

To advance the Foundation’s role as a civic leader, the Events team works with leaders across departments (and sometimes outside 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 Events Assistant will be a key member of the Events team, reporting to the Manager of Forums and Convenings to support coordination and management for the successful planning and execution of the Foundation’s internal and sponsored events. The position requires a high-level of attention to detail and ability to manage multiple tasks concurrently. The Events Assistant will also handle other administrative tasks as needed.

Essential Functions:

  • Events preparation and support – advance set-up and day-of;
  • Submit event request forms for internal events that team is managing;
  • Monitor event attendance & wait-list; export registration lists;
  • Aid in production of name badges and agenda/bios document for distribution; and
  • Update Foundation-wide events and sponsored events calendars. 

Other Duties and Responsibilities:

  • Perform room modification/adjustments, etc. as needed;
  • Monitor 7EUcO4AP8MLo1F61x6Zk83/dDeiwICNgT4dT7gCVhFEff3CCfps9yJwbwdHa1B0p1Qi6+psBIayoMxJIgyfRxHjhC9KNNAc3Xj67YpV7XG5uYG+jD7mL7sKRoxjOLwoQmUxId2341SJBeUA+tWBQEA== inbox;
  • Collect and submit guest names for attendance of sponsored events;
  • Respond to nonprofit organizations who are inquiring about sponsorship funds for their events;
  • Aid in gathering data for fiscal year planning;
  • Help with front desk coverage;
  • Organizational & inventory projects; and
  • Other administrative duties, as assigned.

 

Qualifications

Preparation, Knowledge, Previous Experience:

  • High school diploma required; some college preferred; and
  • 1 year of work experience preferred.

Skills, Abilities, Competencies:

  • Strong communications skills required;
  • Competency in utilizing Microsoft Office products suite;
  • Excellent interpersonal, written and verbal communication skills;
  • Demonstrated ability to organize, coordinate and complete simultaneous tasks;
  • 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 sit and/or stand for long periods of time;
  • Ability to use computer keyboard for extended periods of time; and
  • Ability to lift and carry up to 25 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.