Conferences & Events Manager - University Setting

ProPivotal; Boston (MA); On-site; USD 47,000 - 63,000; Full time

Job summary

ProPivotal in Boston is seeking an on-site Events Coordinator to take ownership of day-to-day event spaces, client communication, and conference operations during a temporary-to-permanent placement.

You will coordinate logistics across Facilities, Dining, campus safety, and other departments, manage EMS/Spacebook, and handle budgets, invoices, and reporting. The role requires a Bachelor's degree and 3+ years in events or hospitality, with flexible hours for peak events.

Qualifications

• Bachelor's degree required.
• 3+ years of event, conference, venue, or hospitality operations experience.
• Experience coordinating logistics and operations beyond mere planning.
• Experience working with multiple stakeholders and prioritizing deadlines.
• Comfort with budgets, billing, invoices, and administrative follow-through.
• Ability to work onsite in Boston and flex hours for events.

Responsibilities

• Own day-to-day use of event spaces including reservations, logistics, and client communication.
• Manage room reservations and event management systems including EMS and Spacebook.
• Confirm room layouts, furniture and setup, access and event details.
• Coordinate cross-functionally with Facilities, Dining, campus safety, access and card services, and other departments.
• Serve as the central liaison for faculty, staff, students, and external clients.
• Support multiple simultaneous events and high-volume requests while setting expectations clearly.
• Manage budgets, spreadsheets, invoices, purchase orders, and reporting.

Skills

Event operations

Budget management

Stakeholder coordination

On-site work

Education

Bachelor's degree

Tools

EMS

Spacebook

Job description

If you are at your best when you are coordinating many moving parts, staying calm under pressure, and keeping stakeholders aligned, this role is built for you. You will take immediate ownership of event logistics, space coordination, client communication, and conference operations during an interim coverage period.

Key Details

• Location: Boston, MA 02116
• Work arrangement: Onsite
• Schedule: Monday through Friday, 9:00 AM to 5:00 PM, with nights and weekends as they relate to events
• Pay: $40 per hour
• Job Type: This is being presented as a temp-to-perm opportunity

Why This Job is Awesome / Your Impact

• Own a highly visible, fast moving events operation with real responsibility from day one
• Build broad relationships across a complex campus style environment and many stakeholder groups
• Help support revenue generating use of spaces through strong client service plus operational follow through
• Get varied work across major events, ongoing smaller events, and seasonal conference planning
• Potential path to a permanent role, depending on internal approvals and timing

Responsibilities

• Own day to day use of event spaces including reservations, logistics, and client communication
• Manage room reservation and event management systems including EMS and Spacebook
• Confirm room layouts, furniture and setup needs, access requirements, and event details
• Coordinate cross functionally with Facilities, Dining, campus safety, access and card services, and other departments
• Serve as a central liaison for faculty, staff, students, and external clients
• Support multiple simultaneous events and high volume requests while setting expectations clearly
• Manage budgets, spreadsheets, invoices, purchase orders, and reporting

Required Qualifications

• Bachelor's degree
• 3 plus years of event, conference, venue, or hospitality operations experience
• Experience coordinating logistics and operations, not just creative event planning
• Experience working with multiple stakeholders and prioritizing competing deadlines
• Comfort with budgets, billing, invoices, and administrative follow through
• Ability to work onsite in Boston and flex hours for event needs

Preferred Qualifications

• Higher education environment experience
• Hotel, hospitality, conference center, or venue operations background
• Experience working directly with external clients, including showcasing spaces or supporting booking conversations
• Familiarity with event management or room reservation systems