Administrative Coordinator, Event and Conference Management

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Job description

Administrative Coordinator, Event and Conference Consultant

Event and Conference Management, Procurement

Full-Time, Springfield, MA or Boston, MA (Hybrid)

The Opportunity

In this role as Administrative Coordinator/Event and Conference Consultant you will provide administrative support to the director and team of event and conference planners. On occasion you will be asked to support Boston and Springfield based events from planning to on-site execution. In addition to data-entry, database management, reporting, review of event related specs for accuracy, proposal creation, cross reference reporting, filing, and scheduling, you will perform duties such as supply inventory, shipping, and event email inbox management.

The Team

MassMutual's Event and Conference Management team manages all MassMutual sponsored conferences, events, and meetings from discovery through execution. Our strategy is to streamline event management, identify cost savings, and seamlessly execute MassMutual sponsored events.

The team is comprised of highly collaborative, seasoned event planning, production, and registration professionals. We expect all team members to reinforce an inclusive workplace and display the MassMutual competencies and Winning Ways. This means having strong business acumen, being resilient, using excellent communication skills, and working with agility. The ECM team works with the enterprise to support the end-to-end process of sourcing, planning, and executing the meeting/event. The ECM team partners closely with senior leaders and functional event teams to enhance overall event experience while creating efficiencies and lowering risk for all meeting formats (in-person, virtual, & hybrid).

The Impact:

• Support the Event and Conference Director and Team with basic administrative tasks to maintain event project timelines.
• Maintain electronic files, event database, and project management system.
• Manage and respond to emails in event related email inboxes.
• Maintain and reorder event related supplies.
• Upon request handle shipping of event related materials to and from events.
• Resolve administrative problems by coordinating preparation of reports, analyzing data, and finding solutions.
• Update CVENT (Event management platform) as needed with updates to event dates, location, and budget numbers.
• Update events in Airtable project management system and keep records updated.
• Review final contracts for important dates and add calendar reminders to ECM planners' calendars with important events dates (rooming lists due, deposits due, final guarantees, etc.
• Work independently and within a team on special projects, which could include presentations or proofreading.
• Event planning support upon request for small to mid-sized meetings and events.

The Minimum Qualifications

• 2+ Years experience with Microsoft Office 365 and Sharepoint
• 1+ years of event management experience.

The Ideal Qualifications

• 3+ years of years of event management experience.
  Experience with CVENT Event Management Software and Airtable/Project Management Software

What to Expect as Part of MassMutual and the Team

• Regular meetings with the Event and Conference Management Team
• Focused one-on-one meetings with your manager
• Access to mentorship opportunities
• Networking opportunities including access to Asian, Hispanic/Latinx, African American, women, LGBTQIA+, veteran and disability-focused Business Resource Groups
• Access to learning content on Degreed and other informational platforms
• Your ethics and integrity will be valued by a company with a strong and stable ethical business with industry leading pay and benefits

MassMutual is an Equal Employment Opportunity employer Minority/Female/Sexual Orientation/Gender Identity/Individual with Disability/Protected Veteran. We welcome all persons to apply. Note: Veterans are welcome to apply, regardless of their discharge status.

If you need an accommodation to complete the application process, please contact us and share the specifics of the assistance you need.

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