Event Coordinator, Boston

📌 Core Information

🔹 Job Title: Event Coordinator, Boston

🔹 Company: CSI DMC

🔹 Location: Boston, Massachusetts

🔹 Job Type: On-site

🔹 Category: Hospitality

🔹 Date Posted: April 14, 2025

🔹 Experience Level: Entry-level (0-2 years)

🔹 Remote Status: No (On-site)

🚀 Job Overview

Key aspects of this role include:

• Assisting Event Managers in planning and executing events
• Managing event logistics, including venue, vendor, and staffing coordination
• Maintaining client and vendor communications
• Ensuring timely billing and accuracy of profit and loss statements
• Participating in site visits and helping with vendor discovery

ASSUMPTION: This role is ideal for a highly motivated, organized individual with strong communication skills and a proactive approach to work. It requires a good understanding of event cycles and the ability to multitask and prioritize competing work needs.

📋 Key Responsibilities

✅ Event Coordination: Assist Event Managers in planning and executing events, including venue management, production coordination, transportation and staffing, vendor management, site inspections, and creative design and implementation.

✅ Event Staffing: Coordinate program staffing and transportation, maintain staffing files, manage staff schedules, and ensure timely billing for transportation and staffing.

✅ Additional Tasks: Assist managers with submission of vendor invoices to accounting, schedule external team, schedule Fed-ex pick-up for corporate accounting, order program/office supplies, and other tasks as assigned.

ASSUMPTION: The role involves working weekends and evenings as needed, being available as a 24/7 contact for clients during programs, and being prepared to travel across the U.S. to operate programs as required (less than 10%).

🎯 Required Qualifications

Education: A bachelor's degree from an accredited college or university is preferred but may be substituted with equivalent work experience.

Experience: Entry-level position with minimum 1 year of coordination experience preferred.

Required Skills:

• Well-developed written and verbal communication skills
• Strong organizing and time management skills
• Excellent customer service skills
• Excellent work ethics
• Proactive approach to completing tasks
• Ability to multi-task and prioritize competing work needs
• Able to work autonomously yet collaborate as part of a team on workflows
• Proficiency in Microsoft Office products, especially Excel
• Adaptability to Salesforce and other new software introduced at CSI
• Must be able to lift and carry approximately 50 lbs
• Must be able to drive to work and to event venues
• Must be able to work on feet 12-14 hours a day on site
• Must be eligible to travel domestically and internationally

Preferred Skills:

• Previous experience in event coordination or a related field
• Fluency in a second language

ASSUMPTION: The role requires strong communication skills, both written and verbal, to articulate confidently in meetings and compose grammatically correct emails to clients and others. It also necessitates excellent organizational skills, outstanding customer service skills, and a proactive approach to completing tasks.

💰 Compensation & Benefits

Salary Range: $35,000 - $45,000 per year (Based on industry standards for entry-level event coordination roles in Boston)

Benefits:

• Base salary compensation
• Bonus/Incentive based on performance
• Company provided Computer and Cell Phone
• Health, Dental and Vision Plan paid by employee with a contribution from Employer
• Employer Paid Life Insurance, AD&D, STI And LTI
• Paid Holidays
• Paid Personal Days
• Paid Volunteer Time

Working Hours: Full-time (40 hours per week), with the possibility of working weekends and evenings as needed

ASSUMPTION: The salary range is an estimate based on industry standards for entry-level event coordination roles in Boston. The benefits package is comprehensive and includes health insurance, life insurance, paid time off, and other perks.

📌 Applicant Insights

🔍 Company Context

Industry: Hospitality, specializing in destination management, special events, and team building

Company Size: 51-200 employees (Mid-sized)

Founded: 1987, with over 35 years of experience in the industry

Company Description:

• CSI DMC crafts artful destination experiences, blending detailed event planning with outside-the-box thinking
• The company is rooted in a deep understanding of clients and their unique vision, enabling them to design personalized events
• CSI DMC's approach is built on a foundation of trusted expertise, with a focus on building relationships and collaborating as an extension of the client's team

Company Specialties:

• Destination Management
• Special Events
• Team Building
• Dinners & Galas
• Custom Tours
• Incentive Programs
• CSR
• Receptions
• Event Management
• Event Concepts
• Themes
• Decor
• Entertainment
• Culinary Experiences
• Event Staff
• Company Celebrations
• Event Design
• Sustainable Events
• Corporate Events
• Association Events
• Gifting
• Activations
• Transportation
• Product Launches
• Catering
• Event Production
• Meeting Management
• Tradeshows
• Conventions
• Branding
• Wellness Events
• and Venue Management

Company Website: http://www.csi-dmc.com/

ASSUMPTION: CSI DMC is a well-established company in the hospitality industry, with a strong focus on building relationships and providing personalized event experiences for clients.

📊 Role Analysis

Career Level: Entry-level (0-2 years of experience)

Reporting Structure: Reports directly to the Director of Event Management, Boston, who reports to the VP of Operations & Training, SVP Leadership team, and President

Work Arrangement: On-site, with the possibility of working remotely for smaller events or when traveling

Growth Opportunities:

• Progression to Event Manager or similar roles as experience and skills develop
• Potential to work on larger events and take on more responsibilities
• Opportunities to gain experience in different aspects of event planning and coordination

ASSUMPTION: This role offers a clear path for career growth and development within the company, with opportunities to gain experience in various aspects of event planning and coordination.

🌍 Location & Work Environment

Office Type: Hybrid (On-site with remote work options for smaller events or when traveling)

Office Location(s): 425 Summer St, Boston, Massachusetts 02210, US

Geographic Context:

• Boston is a major hub for events, conventions, and tourism
• The city offers a wide range of venues, attractions, and cultural experiences
• Boston's event industry is diverse, with a strong focus on corporate events, association meetings, and social events

Work Schedule: Full-time (40 hours per week), with the possibility of working weekends and evenings as needed

ASSUMPTION: The role requires a good understanding of the Boston event landscape and the ability to work effectively in a hybrid work environment.

💼 Interview & Application Insights

Typical Process:

• Online application and resume submission
• Phone or video screening with the Director of Event Management
• In-person or virtual interview with the Director of Event Management and another member of the leadership team
• Final decision and offer

Key Assessment Areas:

• Communication skills (written and verbal)
• Organizational skills and attention to detail
• Customer service skills and ability to work well with clients
• Problem-solving skills and ability to think on your feet
• Adaptability and willingness to learn

Application Tips:

• Tailor your resume and cover letter to highlight relevant experience and skills for this role
• Demonstrate your understanding of event coordination and the specific requirements of the job
• Showcase your ability to work well under pressure and manage multiple tasks simultaneously
• Prepare questions to ask during the interview to demonstrate your interest in the role and company

ATS Keywords: Event Coordination, Event Planning, Venue Management, Vendor Management, Staffing, Customer Service, Microsoft Office, Salesforce, Event Production, Event Design, Event Staffing, Event Management

ASSUMPTION: The application process for this role is competitive, and applicants should tailor their materials to highlight their relevant experience and skills. The interview process focuses on assessing communication skills, organizational skills, and the ability to work well with clients.

🛠️ Tools & Technologies

• Microsoft Office Suite (Word, Excel, PowerPoint)
• Salesforce
• Event management software (e.g., Cvent, Eventbrite, etc.)
• Project management tools (e.g., Asana, Trello, etc.)
• Communication platforms (e.g., Slack, Microsoft Teams, etc.)

ASSUMPTION: The role requires proficiency in Microsoft Office Suite, adaptability to Salesforce, and familiarity with event management software and project management tools.

👔 Cultural Fit Considerations

Company Values:

• Excellence in all we do
• Collaboration and teamwork
• Creativity and innovation
• Integrity and professionalism
• Customer focus

Work Style:

• Fast-paced and dynamic
• Team-oriented and collaborative
• Adaptable and flexible
• Results-driven and focused on delivering exceptional events
• Strong attention to detail and commitment to quality

Self-Assessment Questions:

• How do you handle working under pressure and managing multiple tasks simultaneously?
• Can you provide an example of a time when you had to think on your feet and solve a problem quickly?
• How do you approach building and maintaining strong relationships with clients and vendors?
• How do you stay organized and manage your time effectively when working on multiple events?

ASSUMPTION: CSI DMC values candidates who are highly organized, excellent communicators, and able to work well under pressure. The company seeks individuals who are adaptable, creative, and committed to delivering exceptional events.

⚠️ Potential Challenges

• Working weekends and evenings as needed
• Being available as a 24/7 contact for clients during programs
• Managing multiple tasks and priorities simultaneously
• Adapting to changes in event plans or logistics
• Working in a fast-paced and dynamic environment

ASSUMPTION: The role can be challenging at times, with long hours and the need to work weekends and evenings as needed. However, it also offers the opportunity to work on a variety of events and gain valuable experience in the event planning and coordination field.

📈 Similar Roles Comparison

• Event Coordinator vs. Event Assistant: Event Coordinators typically have more responsibility and experience than Event Assistants, with a greater focus on planning and execution rather than day-to-day tasks
• Event Coordinator vs. Event Manager: Event Managers oversee the planning and execution of events, while Event Coordinators assist in these processes. Event Managers typically have more experience and responsibility, with a focus on strategic planning and leadership
• Event Coordinator vs. Event Planner: Event Coordinators and Event Planners both work on planning and executing events, but Event Planners often have more responsibility for the overall vision and design of events, while Event Coordinators focus more on logistics and coordination

ASSUMPTION: The role of Event Coordinator is distinct from other event-related positions, with a unique focus on planning and executing events, managing logistics, and coordinating with clients, vendors, and staff.

📝 Sample Projects

• Planning and executing a corporate gala for 500 attendees, including venue selection, vendor management, and staffing coordination
• Managing a multi-day conference for 1,000 attendees, including registration, speaker management, and logistics
• Coordinating a team-building event for a client, including activity selection, vendor management, and on-site execution

ASSUMPTION: These sample projects demonstrate the range of responsibilities and tasks involved in the role of Event Coordinator, from planning and logistics to on-site execution and management.

❓ Key Questions to Ask During Interview

• What are the most challenging aspects of the role, and how can I best prepare for them?
• How does the company support the professional development and growth of its Event Coordinators?
• What are the key priorities for this role in the first 30, 60, and 90 days?
• How does the company measure the success of its Event Coordinators, and what metrics are most important?
• What opportunities are there for collaboration and learning from other departments or team members?

ASSUMPTION: Asking thoughtful questions during the interview demonstrates your interest in the role and the company, and provides valuable insights into the expectations and requirements of the position.

📌 Next Steps for Applicants

To apply for this position:

• Submit your application through this link
• Tailor your resume and cover letter to highlight your relevant experience and skills for this role
• Prepare for your interview by researching the company and role, and practicing common interview questions and your responses
• Follow up with the hiring manager within 24 hours after your interview to express your appreciation and reiterate your interest in the role
• If you are offered the position, carefully review the offer and negotiate any aspects that are important to you

⚠️ This job description contains AI-assisted information. Details should be verified directly with the employer before making decisions.