Events Coordinator - Cambridge, MA

Does a well-coordinated gathering make you smile? Do you love organizing and preparing for people to come together for a shared interest? Do you enjoy meeting event hosts and helping them facilitate their events? If so, read on!

CIC is looking for a personable and organized individual to support our events program. This is an exciting, full-time opportunity for someone with at least 1-2 years of experience working in events.

ABOUT CIC EVENTS

CIC hosts dozens of  events every month at our event spaces in Cambridge’s Kendall Square and Boston’s Financial District. Our Events team acts as venue coordinators for our spaces and leads community event programming for our members. Events hosted at CIC range from networking nights to all-hands meetings to coffee klatches and everything in between.

YOUR DAY-TO-DAY WORK

You will primarily work with the other members of the CIC MA Events team, but will also frequently engage with other internal CIC teams across Concierge, Operations, Marketing and Sales. 

Responsibilities may include, but are not limited to:

• Coordinating event details, logistics, and flow for event hosts and their guests, from the intake phase all the way through to execution, while managing tight deadlines and quick turnarounds. This includes vetting requests for fit, creating and issuing quotes, collecting payments, approving Certificates of Insurance, and ensuring all event details are communicated in a timely, clear manner in line with CIC policies.

• Acting as an ambassador for the event host and attendees by being an active supporter during your client’s events. This includes bringing an energetic approach to help support the host and confidently preempt and troubleshoot any issues that may arise.

• Setting up and troubleshooting audio/visual (AV) equipment used for events, livestream, podcast recording and hybrid event needs.

• Arranging event furniture to meet the needs of the event hosts and resetting the space after the event.

• Keeping event spaces in good working order, which includes keeping a well-provisioned, organized, and well-functioning stock of necessary supplies.

• Coordinating with building management, cleaning staff, and security to ensure spaces stay secure and clean.

• Engaging frequently with people in person, building relationships through conversation.

• Working alongside other Event team members to coordinate events for CIC members or staff, and contributing to projects which improve the client experience, training materials, or otherwise.

• Leveraging event team tools such as Tripleseat, Hubspot, Eventbrite, etc, to organize, promote, and collect metrics from events. In addition, we ask that you feel empowered to keep informed and seek out what's new or trending in the Events industry for ways to bring buzz around your events and make them more impactful.

• Other work as needed and informed based on worksite, client or community base, and Events leadership.

Work hours: The events we curate and support are as dynamic as our Events team and require a candidate who is flexible and excited to work outside of the standard 9-5 as needed. At CIC Massachusetts, events run anytime between 8:00 am and 9:00 pm EST, Monday to Friday. Our Event Coordinators are generally on-site for 8 hours within that time frame, although shift timings may vary from day to day and week to week. This role will be required to support a weekend event about once a month.

Physical activities on the job: Frequent use of hands for fine motor work and mid to full vision. This position regularly includes hosting events in our spaces, necessitating moving around our spaces and lifting/moving AV equipment, tables, and chairs. This position also requires significant time working on a computer and navigating between different documents and platforms.

ABOUT YOU

You are a service-minded individual who is accountable, clever, energetic, enthusiastic, and able to work independently. 

More specifically, you are:

• Personable and naturally enjoy helping others.

• Detail-oriented and organized with solid time management and project coordination skills.

• Able to see around corners and anticipate the needs of our clients.• An excellent communicator and listener, both in writing and verbally.

• Knowledgeable about AV equipment and ready to develop expertise for new and emerging technologies.

• A connector, one who is eager to connect with others and make connections between others.

• Unflappable in busy situations — this role may require supporting multiple event hosts at once.

• Comfortable with uncertainty and last minute changes, while also being comfortable asking for help.

• Creative and enjoy brainstorming ways to build an engaged community and provide fun experiences.

• Experimental and resourceful, able to identify and offer suggestions to solve persistent problems and anticipate future challenges.

• Adept at cultivating and maintaining client relationships, driving repeat business and fostering long-term connections.

• Results-driven, consistently meeting or exceeding targets for event attendance, revenue generation, and participant satisfaction.

• Committed to work that you consider “mission” based. You will see your work as an opportunity to make a powerful contribution to a larger effort in the startup, technology, and innovation ecosystem.

• Able to work and excel in a self-directed and autonomous role. You may be staffing events when most other CIC staff members are assisting with other events or have gone home, and a supervisor will not be onsite after 5:00pm. We are looking for someone who thinks critically and is able to respond thoughtfully in the moment.

• Excited about the innovation and collaboration happening within Greater Boston’s startup community, and eager to become a key member of it! 

YOU HAVE

• A bachelor’s degree or equivalent professional experience.

• 1-2 years of professional events experience.

• The availability to work as early as 8:00 am and as late as 9:00 pm. Shifts will be eight hours long and are set three or more weeks in advance. Your flexibility is required as the schedule may be adjusted with advanced notice based on clients' needs.

• Availability for and willingness to work on some weekends.• A natural interest in helping and supporting others.

• An interest in a long-term role; we are a growing company, and we like to hire people who can grow with us.

If you don't meet all the requirements or qualifications but bring some other unique skills and experience that would be valuable in this role, please apply and highlight those attributes for us in your cover letter.

OUR OFFER

• Starting compensation is $59,981/year.

• 100% company-paid premium healthcare and dental benefits.

• 100% company-paid long- and short-term disability, and life insurance.

• 401k (must be 21+).

• 23 days of PTO accrued annually (more with seniority), plus thirteen holidays from the start.     

ATTRACTIONS OF THE JOB

In addition to helping our clients achieve great things, we work to ensure that our employees are healthy and supported. Some of the benefits of being here include:

• Fun people in a dynamic space. We pride ourselves on finding driven and bright collaborators who are eager to lend their own unique skills to the team, as well as to our inspiring clientele. The number one reason CICers say they like working here is because of their colleagues!

• Personal growth. This is a great opportunity to learn and develop skills within the epicenter of the innovation community at a growing company.

• Access to a nursing room, secure bicycle parking, a gym, shower rooms with towels, and discounted services and memberships on resources to make your life happier/healthier such as gym memberships, tech and design support, hotel stays, and other fantastic options.

• Central location. CIC Cambridge is a stone’s throw from the Kendall Square MBTA Red Line stop. CIC Boston is centrally located in downtown Boston and is within walking distance to the Blue, Green, Orange, and Red line.

ABOUT CIC

CIC is a global leader in building and operating innovation communities. Founded in 1999 in Cambridge, MA, CIC is one of the first companies to offer flexible office space and coworking options, providing a platform for the world’s most impactful entrepreneurs to innovate better and faster.

We have locations in Boston, Cambridge, Philadelphia, Providence, Rotterdam, St. Louis, Warsaw, and Tokyo and are growing into other cities within the US and abroad. CIC has supported over 6,000 startups, growth companies, and branches of larger organizations, representing for-profit, mission-driven, and non-profit sectors across a wide array of industries. 

CIC co-founded a number of mission-aligned organizations including Venture Café, CIC’s primary public benefit programming partner, and CIC Health, offering COVID-19 testing services to companies and the public.

We invite you to explore all our openings and learn more about our teams here.

CIC is committed to building teams that reflect the fabric of the cities we support. We welcome all candidates regardless of race, color, ancestry, gender identity or expression, religion, national origin, sexual orientation, age, citizenship, marital status, disability, Veteran status, or any other legally protected status. Any other human expressions and experiences not mentioned here are equally welcome. If you require an accommodation please let us know. We are proud to be an equal opportunity employer.