Start date: 4/7/2025
End date: 12/19/2025
Duration: 8 months / 40 hrs week
Remote/Hybrid: Hybrid
Location address: Waltham, MA 02451
- Experience managing hotel room blocks and vendor negotiations.
- Knowledge of event marketing strategies and branding.
- Familiarity with budget management and cost-saving measures.
- Experience in staff supervision or leadership roles.
NICE TO HAVE:
- Robotics industry experience
RESPONSIBILITIES:
Hotel Room Block Management:
- Coordinate with event staff to confirm their availability and travel dates
- Manage and upload the hotel rosters with the hotels
- Assist with reservation changes up to two weeks before the event
Event Logistics:
- Assist with logistical aspects of events, including scheduling freight and completing material handling agreements
- Work with the event timelines and ensure all deadlines are met.
- Coordinate transportation, catering, signage, audiovisual needs, and other essential event details.
Event Staff Training & Management:
- Assist in the creation of team briefing decks
- Lead event staff on-site, ensuring smooth execution of all event tasks.
- Serve as a point of contact for event staff and troubleshoot any issues that arise.
Vendor Relations & Coordination:
- Coordinate design & execution of tradeshow booths with our outside design agency
- Ensure all vendor deliverables are on time, on budget, and meet quality standards.
Inventory Management:
- Oversee the inventory of marketing materials, promotional items, and event-related supplies.
- Track and manage stock levels, ensuring sufficient supplies for each event.
- Coordinate the transportation and setup of materials before and after events.
Event Reporting & Post-Event Evaluation:
- Collect feedback from team members to assess event performance.
- Provide post-event reports, including event successes, challenges, and areas for improvement.
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