Event Coordinator

BMC Software; Boston (MA); On-site; USD 68,785,000 - 96,421,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Pharmacy benefits

Discretionary annual bonuses

Merit increases

Flexible Spending Accounts

403(b) savings matches

Paid time off

Career advancement opportunities

Well-being resources

Job summary

Boston Medical Center Health System (BMCHS) seeks an Event Coordinator to plan and execute employee engagement events across the Boston area. You will handle logistics, venues, catering, AV, and materials, coordinating with multiple internal teams.

Reporting to the Director of Organizational Development and Inclusion, you will manage orientation sessions, promote events, and track registrations and RSVPs. The role emphasizes inclusive program design and strong vendor relations.

Qualifications

• High School Diploma/GED with 4+ years of relevant event coordination or administrative support experience.
• Associates degree preferred with 2–3 years coordinating events, programs or meetings.
• Experience with budget tracking, purchasing, and vendor coordination.

Responsibilities

• Coordinate end-to-end event logistics, venue selection, catering, AV setup, and printed materials for employee engagement activities and Leadership Forums across BMCHS entities.
• Manage weekly new hire orientation sessions: communications, check-in, room scheduling, badges, and scheduling with presenters.
• Develop and distribute promotional communications and marketing materials; track registrations and RSVPs.
• Coordinate with HR, Marketing, Catering, and Facilities; liaise with external vendors, speakers, and community organizations.
• Track budgets, purchase orders, invoices, and expense documentation for departmental programs.
• Support volunteer recruitment and staffing for events and provide logistical consultation for recognition activities.
• Collect attendance and feedback; prepare analytical reports for continuous improvement.

Skills

Time management

Interpersonal skills

Written and verbal communication

MS Office & design tools

DEI knowledge

Independent and collaborative work

Education

High School Diploma/GED

Associate degree

Tools

Microsoft Office

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,purchasingprocesses, 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.

NOTE

NOTE : This range is based on Boston-area data, and is subject to modification based on geographic location.

Benefits

• medical
• dental
• vision
• pharmacy
• discretionary annual bonuses
• merit increases
• Flexible Spending Accounts
• 403(b) savings matches
• paid time off
• career advancement opportunities
• resources to support employee and family well-being

Equal Opportunity Employer/Disabled/Veterans