Conference & Volunteer Coordinator

Job Type

Full Time



Start Date:


Application Deadline:



5/11 Dry Dock Avenue
United States


REPORTS TO: Director of Event Sales & Operations + Senior Development Officer, Development

DURATION: March 15th – December 15th

DURATION: 9 Months, Full Time, Non-Exempt

LOCATION: Thompson Island/Boston, Massachusetts Via Ferry Commute/Round-Trip Daily 


The Conference & Volunteer Coordinator position is responsible for supporting multiple sales managers and a robust Corporate Volunteer Program. The position reports to both the Events and Development Departments and will have the opportunity to learn about both the fundraising and a revenue generating business of a non-profit organization. The candidate will prepare event documentation, and coordinates with sales and customers to ensure consistent, high-level service throughout the pre-event, event and post event phases. Additionally, they will support the Corporate Volunteer Program to ensure all corporate volunteer groups have an exceptional experience on the island.



Conference Coordinator Responsibilities:

  • Assist sales team with administrative duties such as creating contracts, BEO’s (Banquet Event Order), responding to leads and entering group and customer profile information into Delphi
  • Print out weekly BEO’s and distribute to all key departments
  • Maintain online event booking calendars, Kapow & Wedding Wire  
  • Process credit card deposits, send client information, prepare rooming lists, assign guestrooms and provide signage for guest overnight accommodations
  • Book and coordinate small conferences and events
  • Develop an effective sales strategy to attract new clients
  • Maintain accurate Delphi computer information on all new and ongoing leads and accounts including solicitation efforts
  • Assists in the Service Recovery process by proactively resolving guest issues and notifying the Director of Event Sales immediately
  • Performs all other related duties as assigned by the Director of Event Sales

Corporate Volunteer Coordinator Responsibilities:

  • Work with Operations, Programs, and Events staff to assess projects needed to be fulfilled by volunteers and develop an annual project list
  • Prepare for each volunteer group – ensuring technology works for showing video, coffee & snack are available, tools and work site are ready
  • Greet all volunteer groups, provide immediate instruction for loading/unloading ferry as needed
  • Coordinate with Corporate Partnership Manager weekly on upcoming groups to plan projects accordingly
  • Oversee all volunteer work activities on island, including providing clear instructions on tools, safety, and expectations
  • Be an ambassador for the organization, staying up to date on possible engagement opportunities to share with volunteers, and reporting back to the Senior Development Officer of anyone that could be a prospective donor
  • Providing additional support to the Development Department as needed, including event and administrative support



  • Working knowledge of office equipment, like printers and fax machines
  • Proficiency in MS Office (MS Excel and MS) and Internet applications
  • Stellar time management and organizational skills and ability to prioritize work
  • Excellent attention to detail and problem solving skills
  •  Excellent written and verbal communication
  • High School degree required; Associates or Bachelor’s Degree preferred
  • Prior work experience in administrative support preferred
  • Must have excellent attendance and punctuality
  • Introductory understanding of, and interest in, Thompson Island Outward Bound Education Center and its mission
  • Able to respond to customers and volunteers in a professional and timely manner
  • Ability to follow direction and take initiative
  • Ability to anticipate potential problems and communicate effectively
  • Able to maintain professional communication with clients and colleagues
  • Able to pass a Criminal Background Check


Paid time off accruing at one day per month. Paid sick time accrual. 401(k) retirement plan with competitive match after six months of employment. Workers Compensation. Work that engages a diverse and dynamic community of educators and learners, with the shared vision of shaping a better future for Boston students. This is a non-exempt position and is paid hourly.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

To Apply: Please click the link above to be directed to the position description. Once on the description page, click the blue “Apply” button in the upper right hand corner. You will be directed to create an account with ADP to access the application.

Please note: If you do not receive a confirmation email from ADP at the time of application submission, it is possible that your application did not go through. Please contact with questions, or to check in on the status of your application.