Special Event Planner

Broad Institute - Cambridge, MA

Full-time

Cambridge, MA

Professional, Scientific, and Technical Services

About the position

The Special Event Planner is responsible for planning, executing, and managing a variety of events, including in-person, virtual, and hybrid meetings, receptions, and symposia. This role requires coordination with internal and external clients, ensuring compliance with Broad policies and city regulations, and collaborating with team members to deliver institute-wide events and high-profile gatherings.

Responsibilities

• Coordinate event logistics, including liaising with external vendors and internal departments.
• Collaborate with the Design team and Internal Communications Specialist to promote events.
• Ensure smooth event execution by anticipating issues and addressing problems quickly.
• Manage timelines and proactively complete tasks to meet deadlines.
• Ensure events adhere to property and city regulations.
• Develop and manage event budgets, secure vendor proposals, and track expenses.
• Serve as a thought partner in proposing event themes and publicity strategies.
• Plan and execute institute-wide events in collaboration with the Special Events team.
• Manage approximately 30 events annually in collaboration with team members or with managerial supervision.
• Play an active role in planning and executing the annual Broad Scientific Retreat.
• Create detailed planning timelines, staffing plans, and event flows when necessary.
• Recruit and manage additional event staff and volunteers as needed.
• Work closely with various institute clients to plan cultural and scientific events.
• Perform other duties as assigned.

Requirements

• 2-3 years of experience in event management.
• Ability to work independently and collaboratively within a team.
• Proven experience managing multiple projects under tight deadlines.
• Experience working with graphic designers, printers, caterers, and event venues.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Strong work ethic with the ability to deliver high-quality work on time.
• Exceptional customer service skills, with the ability to handle stressful situations calmly.
• Ability to interact effectively with diverse event stakeholders at various organizational levels.
• Strong technical skills and a willingness to learn new software and AV equipment.

Nice-to-haves

• Experience with Adobe Creative Suite and EventBrite/Swoogo or equivalent platforms.