Programming Operations Coordinator

Reporting to the Director of Events this role will support all aspects of event production and event space rental. A significant portion of the role is managing logistics, maintaining information in our events software, publishing events through our website, and supporting event ticketing.  The right candidate will be as comfortable working in a technical support role behind the scenes as they are coordinating during a fast-paced public event. The Programming Operations Coordinator must be able to work independently as well as collaboratively, make thoughtful decisions quickly during a live event, and work cohesively within a collaborative team. This is a 35-hour/week, full-time position that requires frequent evening and occasional weekend hours.

RESPONSIBILITIES  

• Prepare for events by updating our events management software, operational checklists, internal and public calendars, and configuring virtual events
• Coordinate staffing and setup needs with other Athenæum departments, as well as the Athenaeum’s on-site caterer and in-house wait staff leading up to and during events
• Assist with all external meeting rentals, including inquiries, contracting, AV set-up, etc.
• Act as liaison to speakers and performers, coordinating travel, accommodations, and payment of honoraria; welcome speakers and provide them with an event overview
• Maintain the events software platform with accurate information and provide quality analyses
• Assist the public and event ticket holders with our online event calendar and event ticketing resources
• Ensure the highest level of customer service as a leading forward-facing department in the organization
• Other duties as assigned by the Director of Events

REQUIREMENTS: 

• 1-4 years of work experience in event administration or a related field
• Experience with Salesforce, Blackthorn Events, or similar CRM or event-management software
• Must have a flexible schedule and be able to work frequent nights and occasional weekends
• Strong customer service experience
• Excellent oral, and written communication and interpersonal skills
• Proven attention to detail
• Ability to work independently
• Proficient in Google Workspace, Microsoft Word, Excel, and other common productivity software
• Basic knowledge of Photoshop, Canva, or other image-editing software
• Background in Museum Studies/Education, Information Technology, Information Science, Non-Profit Management, and/or Hospitality is a plus
• Bachelor degree preferred

Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role. If much of this job description describes you, then please apply for this role.

Why work at the Boston Athenaeum?

Beyond the opportunity to work amongst the collections at one of the most distinguished libraries in the nation alongside a passionate and welcoming team, working at the Boston Athenaeum comes with plenty of other perks. Some of our benefits include:

• Paid time off and sick days
• Competitive 401k package
• Paid parental leave
• Comprehensive medical and dental insurance
• Life Insurance
• Commuter benefits

To Apply: Please submit a cover letter and resume using the following link

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=0c2172f4-dddf-44f5-9300-133cc1de3cd2&ccId=19000101_000001&type=JS&lang=en_US

The Boston Athenæum is an equal opportunity employer. We welcome candidates who will increase our diversity; we encourage candidates of color and all diverse candidates to apply and are committed to hiring individuals who value a diverse and inclusive work environment. The Boston Athenæum is also committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. To request a reasonable accommodation, please contact HR Generalist Nora Conley at 617-720-7630 or conley@bostonathenaeum.org