Events Coordinator

Full-time Hybrid $62,000 - $79,200 Entry Level Bachelor Degree

Events Coordinator

About MIT Solve

Solve is an initiative of MIT. We believe that to achieve a more sustainable and equitable future for all, we need new voices and ideas. We launch open calls for exceptional and diverse solutions to the most pressing global challenges, from anyone, anywhere in the world. Selected innovators get the backing of MIT and our community of supporters to scale their impact and drive lasting change.

Position Overview

MIT Solve is seeking a Coordinator to be a key member of our Events team. The Events Coordinator will play a crucial role in supporting all content, production, and operation aspects of Solve’s flagship events. They will contribute to delivering outstanding multi-day flagship events bringing together hundreds of the foremost social impact leaders - Solve at MIT, Solve Challenge Finals, and more. They will deliver world-class in-person and virtual global events, to further build and engage Solve’s diverse community of impact leaders.

Work Environment

MIT Solve embraces a flexible workplace culture where:

  • Staff are encouraged to work on the MIT campus but may work remotely from within the US on a regular basis*

  • In-person attendance is required for specific events throughout the year

  • Presence in Cambridge is required for four weeks annually, plus at least one week during onboarding

  • *Note: Solve is looking for Events Coordinator candidates living in or willing to relocate to the Boston-area, due to the onsite and on-campus event responsibilities of this job.

RESPONSIBILITIES

  • Develop and maintain the Master Production Schedule, by producing a minute-by-minute overview of event production for Solve’s flagship events. 

  • Identifies and selects internal and external vendors as needed (event space, catering, printing, materials, hotel, A/V, etc.) and negotiates contracts and pricing.

  • Monitors event budgets and manages post-event expenses and reimbursements

  • Manage events on Solve’s website and on digital event platforms (e.g. Hopin, Zoom webinars, and other platforms as needed), in order to provide seamless event experiences for Solve’s global audiences.

  • Speaker logistics: oversee all speaker logistics for Solve’s flagship in-person and virtual events, including managing speaker invitations and communications and on-site processes for speakers. 

  • Content and speaker research: in collaboration with Solve’s Director of Global Programs, provide research and vetting of speakers, and prepare briefing documents and speaker questions.

  • Run cohesive and strategic processes around invitation and communication with attendees pre-, during and post-event, including invitation, registration, virtual event platforms, and surveys, liaising with relevant staff at Solve based on key relationships.

  • Coordinate key logistics for innovator attendance at flagship events, including preparing visa letters, supporting flights and hotel reservations, and tracking expenses.

  • Plan and support the facilitation of cross-team meetings related to events, including meetings to review proposed speakers, the master production schedule, staffing assignments, and more.

  • Maintain relevant Solve event speaker records in Salesforce; evaluate and report on relevant data.

  • Generate collateral using brand guidelines, and provide design support for collateral production as needed.

  • Support the Events team in a variety of capacities, including managing the Solve Help Desk around events, selecting, managing, and invoicing vendors, tracking expenses, and more.

  • Support the Strategic Partnerships & Philanthropy team to implement Solve’s supporter stewardship strategy and implementation, including ensuring individual stewardship plans are successfully executed, invoicing supporters, coordinating with relationship managers on stewardship activities, and tracking stewardship metrics and outcomes. 

  • Support Solve’s Director of Events, Director of Global Programs, and Director of Strategic Partnerships & Philanthropy on other ad-hoc projects, as needed.

  • Travel and work nights and weekends as occasionally required around flagship events.

QUALIFICATIONS AND SKILLS

  • Bachelor’s degree required

  • Minimum 2 years of work experience in related area including project management or events

  • Physical Requirements: Work may require moving objects weighing up to 40 lbs. Work may require standing for long periods of time, traversing long distances, or moving from site to site.

  • Ability to work effectively and stay accountable to deadlines

  • Flexible, able to work independently and take initiative

  • Strong attention to detail

  • Excellent communication skills

  • Acts with personal and professional integrity

Supervision Received

Director, Events

Benefits

The expected pay range for this position is $62,000 - 65,000, with a final offer based on experience and equity considerations. This is a full-time position. Solve team members are expected to spend four weeks a year in Solve’s Cambridge offices, plus a week during the first month for onboarding.

As an MIT Solve employee, you are eligible for a number of benefits, perks, and discounts, including:

MIT Solve is committed to inclusion and diversity to build a team that represents a variety of backgrounds, perspectives, and skills. The more diverse our team is, the better we can achieve our mission of solving world challenges. Meet our team. 

MIT is an equal employment opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin.

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