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 policies and 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.