Special Event Planner

Description & Requirements

The Special Event Planner, reporting to the Manager of Broad Special Events, is responsible for planning, executing, and managing a wide range of events, including in-person, virtual, and hybrid meetings, receptions, and symposia. This role involves coordinating with internal and external clients based on Broad’s campus and partner institutions, ensuring that events are executed seamlessly and in compliance with Broad policies and city regulations. Additionally, the Special Event Planner will collaborate with team members to brainstorm and deliver institute-wide events, such as the annual family BBQ, Summer Fest, Broad Retreat, and holiday community events, as well as the organization of complex institute-wide conferences, high-profile events, dignitary visits, and special department campaigns.

Key Responsibilities

• Coordinate event logistics, including liaising with external vendors and internal departments (e.g., housekeeping, audiovisual, security).
• Collaborate with the Design team and Internal Communications Specialist to promote both internal and external events.
• Ensure smooth event execution by anticipating issues, mitigating risks, and addressing problems quickly and professionally.
• Manage timelines and proactively complete tasks to meet all deadlines.
• Ensure events adhere to property and city regulations.
• Develop and manage event budgets, secure vendor proposals, process accounting paperwork, and track expenses, providing regular updates to the manager on expenditures and savings.
• Serve as a thought partner in proposing event themes, designs, and publicity strategies.
• Plan and execute institute-wide events in collaboration with the Special Events team, including the annual family BBQ, Summer Fest, Broad Retreat, and holiday volunteer events.
• Manage approximately 30 events annually in collaboration with team members or with managerial supervision.
• Play an active role, alongside senior team members, in planning and executing the annual Broad Scientific Retreat, which gathers more than 2,500 members of the Broad community.
• 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.
  
  

Minimum Qualifications

• 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 and tactfully.
• Ability to interact effectively with diverse event stakeholders at various organizational levels.
• Strong technical skills and a willingness to learn new software, conference call systems, and simple AV equipment.
• Experience with Adobe Creative Suite and EventBrite/Swoogo or equivalent platforms preferred.
• Willingness and availability to work after hours and occasionally on weekends.