Event Coordinator

Boston Medical Center (BMC)

Boston (MA)

On-site

USD 50,000 - 70,000

Full time

7 days ago

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Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Pharmacy benefits

Discretionary bonuses

Merit increases

Flexible Spending Accounts

403(b) matches

Paid time off

Career advancement opportunities

Employee well-being resources

Job summary

Boston Medical Center is seeking an Event Coordinator to support planning, logistics, and execution of organizational events across BMCHS entities. You will manage end-to-end event coordination, venue selection, catering, audiovisual setup, and materials for employee engagement activities and Leadership Forums.

Requirements include a High School Diploma or GED with 4+ years of relevant experience; an Associate degree is preferred.

Qualifications

High School Diploma/GED with 4+ years of event coordination or administrative support experience.
Associate degree preferred with 2–3 years of event coordination experience.
Experience with budget tracking, purchasing, and vendor coordination.

Responsibilities

Coordinates end-to-end event logistics including venue, catering, AV, and printed materials for employee engagement and leadership forums.
Serves as primary coordinator for weekly new hire orientation, including check-in, schedule management, and materials.
Develops promotional communications and marketing materials; tracks registrations and RSVP status.
Collaborates with HR, Marketing, Catering, and Facilities to ensure smooth event delivery.
Tracks event budgets, PO, invoices, and expense documentation for reporting.
Supports volunteer recruitment and staffing for events; collects attendance and feedback for reports.
Responds to post-event follow-up with evaluation metrics and improvement actions.

Skills

Time management

Interpersonal skills

Communication skills

MS Office

Graphic design tools

DEI knowledge

Team collaboration

Education

High School Diploma/GED

Associate degree (preferred)

Tools

Microsoft Office Suite

Adobe Express

Canva

Event registration platforms

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
Ability 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) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.