Event Coordinator

bmc; Boston (MA); On-site; USD 3,312,000 - 4,636,000; Full time

Job summary

Boston Medical Center Health System (BMCHS) is seeking an Event Coordinator to support planning, logistics, and execution of organizational events across BMCHS entities in Boston. You will handle administrative tasks, vendor coordination, and promotional materials for employee engagement and leadership initiatives.

The role reports to the Director of Organizational Development and Inclusion, focusing on inclusive event design and post-event analysis for continuous improvement.

Qualifications

• High school diploma or GED with 4+ years of event coordination or administrative support experience.
• Associate degree with 2-3 years of coordinating events, programs, or meetings preferred.
• Experience with budget tracking, purchasing processes, and vendor coordination.

Responsibilities

• Coordinate end-to-end event logistics, venue selection, catering, A/V, and printed materials for employee engagement activities.
• Support weekly new hire orientation by managing communications, check-in, room scheduling, badges, and presenter coordination.
• Develop and distribute promotional communications and materials using design software; track registrations and RSVPs.
• Collaborate with HR, Marketing, Catering and Facilities; coordinate with external vendors and speakers.
• Track event budgets, POs, invoices, and expenses for accurate reporting.
• Assist with volunteer recruitment and staffing for events; provide logistics consultation for internal activities.

Job description

POSITION SUMMARY:

The Event Coordinator supports the planning, logistics, and execution of organizational events and initiatives designed to foster a positive and inclusive workplace environment across Boston Medical Center Health System (BMCHS) entities. Operating under the general direction of the Director of Organizational Development and Inclusion, this role handles administrative, logistical, and operational management for employee engagement activities, heritage month celebrations, appreciation events, leadership forums, trainings, and weekly new hire orientation sessions. The role interacts with cross-functional internal departments and external vendors to ensure high-quality, seamlessly executed event operations.

Position

Event Coordinator

Department

ODE Workforce Dev Diversity

Schedule

Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Event Coordination: Coordinates end-to-end event logistics, venue selection, catering services, audiovisual equipment setup, and printed materials for employee engagement activities, recognition days, and Leadership Forums across multiple BMCHS entities, including overseeing day-of setup, troubleshooting operational issues, conducting post-event wrap-up, and maintaining planning records for future reference
• Administrative and Logistical Support: Serves as the primary administrative and logistical coordinator for weekly new hire orientation sessions by managing participant communications, check-in processes, room scheduling, badge and material distribution, and session scheduling with departmental presenters to support seamless onboarding operations
• Communication and Marketing: Develops, designs, and distributes, with Director's final approval, promotional communications and marketing materials utilizing design software tools to build event awareness, while tracking attendee registration, managing invitations, and monitoring RSVPs
• Stakeholder Relationship Management: Coordinates with internal stakeholders, including Human Resources, Marketing, Catering, and Facilities, to align event execution with organizational objectives, while partnering with external vendors, caterers, speakers, and community organizations to ensure smooth event delivery
• Finance Tracking: Tracks allocated event budgets, purchase orders, invoices, and expense documentation to support fiscal administration and financial reporting for departmental programs
• Employee Recognition and Engagement Support: Supports volunteer recruitment, scheduling, and staffing assignments for events while providing logistical consultation to departmental teams conducting independent employee recognition and engagement activities
• Event Follow-up: Collects event attendance, participant feedback, and evaluation metrics to prepare analytical summary reports for continuous improvement, ensuring all activities maintain inclusive and equitable standards consistent with organizational values

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

REQUIRED EDUCATION AND EXPERIENCE:

High School Diploma/GED with 4+ years of relevant event coordination or administrative support experience; or equivalent combination of education and experience.

PREFERRED EDUCATION AND EXPERIENCE:

Associate degree, with 2-3 years of experience coordinating events, programs, meetings, employee engagement activities, or related operations support.

Experience with budget tracking, purchasing processes, and vendor coordination

KNOWLEDGE, SKILLS & ABILITIES (KSAs):

• Time management and organizational skills to prioritize and track multiple concurrently running projects
• Interpersonal and customer service skills to interact professionally with diverse stakeholders
• Written and verbal communication skills for participant communications and promotional messaging
• Proficiency in Microsoft Office Suite, graphic design tools (e.g., Adobe Express, Canva), and event registration platforms
• Knowledge of diversity, equity, inclusion, and belonging principles applicable to workplace event design
• A bility to work independently and collaboratively within cross-functional teams

Compensation Range:

$24.04- $33.65 This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b)