Meeting Management & Event Strategy, Operations Coordinator

Liberty Mutual Insurance

Boston, MA, USA Remote **Boston based, will have ability to work remote**

Full time

US$70-103.3k (annually)

Human Resources

Remote

Jan 21

Responsible for providing meeting, event technology and related project support to meeting project teams that they are assigned to. Ability to effectively manage time, prioritize tasks and work within deadlines with little supervision is required.

 

This is a detail-oriented role, that must have the ability to establish priorities and meet stringent deadlines. Professional composure and business maturity is imperative as this is a high-visibility role with exposure to senior leadership, hotel management, VIP event attendees and SBU stakeholders. Project work will include events across SBUs and event types with day-to-day responsibility in office support and on-site support, both domestically and internationally.

 

** This is a range posting based on candidiates qualifications.**

 

**Boston based, will have ability to work remote**

 

MMES Operational Responsibilities (60%):

  • Assists with implementation and ongoing maintenance of new technology across the MMES department including but not limited to: Unity Intercom, iPad deployment, MMES Drupal page maintenance and other event tech as needed
  • Mobile app technology SME, overseeing new features and functionality to be leveraged for the team; supports others on the coordinator team to build ad hoc mobile apps for their event programs as needed
  • Manages the photo utility tool; liaises with creative services to maintain the library of photos and utilize functionality of the tool; focuses on continuous process improvement in this space
  • Assists in coordination of MMES department meetings and events (both virtual and in person) through pre-planning with the leadership team, and logistics execution onsite
  • Manages invoice payments and check requests and P-Card requests across all teams; ensures proper client budget codes/cost centers are accurate before submitting; responsibilities also include monthly reconciliation of the team purchasing cards
  • Manages administrative work for the project(s) as required; this may include bulk mailings, shipments of collateral materials, photocopying, filing, coordination of meetings and conference rooms, calendar management, creation of reports and high-quality presentations, editing and proofing event collateral and written correspondence, special projects research of venues, ad hoc requests, and other administrative duties as required

Event programs as assigned (40%):

  • Builds registration websites (using MMES platforms) for multiple (often concurrent) events; includes recommendations on functionality, creation, edit rounds, testing and implementation of websites; coordinates content collection for registration forms, housing and travel management and integration with hotel, planning staff, DMC or transportation companies
  • Overall attendee management of multiple event registration sites simultaneously; this includes accurate, timely and detailed management reporting of complex databases in Cvent and Access; liaison with event attendees through event mailboxes, answering questions and providing support in designated time frame
  • Responsible for mobile app builds, content uploads, testing and implementation of app rollout in a phased approach, ensuring all levels of sign-off are completed according to project timeline
  • Distributes all program surveys to attendees and clients; delivers survey data to planners for analysis/presentation to business partners
  • Communicates effectively with program leads (meeting planner program support) to ensure coordinator responsibilities are on track
  • Assists in development of project plans and schedules for events and updates weekly providing revised status reports to management.
  • Cvent Flex registration experience and mobile app build experience is highly preferred
  • Effectively coordinates and manages onsite registration, from welcome kit assembly to interfacing with meeting attendees as representation of MMES department
  • Coordinates shipping of boxes back to/from home office, dismantles staff office, and ensures that all left over materials are destroyed or shipped
  • Provides on-site support for meeting planning team as required – such as human arrows duties, arrival/departure meet & greets, microphone running and information desk support; may have other responsibilities assigned depending on program scope and needs, for example, but not limited to: transportation management, activities management, signage development and program placement

Qualifications

  • Bachelor`s degree preferred with a minimum of 3-5 years of industry related experience in a similar role within a fortune 100 corporation or 3rd party supplier company
  • Highly skilled in event technology for registration and mobile app solutions with experience managing the life cycle of registration activities
  • Experience with Cvent and SpotMe mobile app highly preferred
  • Advanced skills in Excel and Access for data management
  • Strong verbal and written communications skills with high level of attention to detail
  • Ability to multi-task and prioritize multiple responsibilities in a fast-paced work environment
  • Possess a strong sense of ownership as well as an ability to take initiative and work independently
  • Position will be interacting with senior level management, he/she must be articulate with a professional attitude and demeanor
  • Candidate should be team-oriented who is outgoing and enjoys client/customer interactions
  • Must be able to travel up to 40% or as required


Job Specifications:

Reference: 2023-53645

Category: Human Resources

Primary Location: Boston, MA

Additional Locations:

Schedule: Full-Time

Salary: USD-$70,000.00-–-$103,300.00-/-Year

Education Level: Bachelor’s Degree

Travel: 50%

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