Event Coordinator/Receptionist 12-24 Month Limited Term

VentureWell is on a mission to cultivate a pipeline of inventors, innovators, and entrepreneurs driven to solve the world’s biggest challenges and to create lasting impact. We foster collaboration among the best minds from research labs, classrooms, and beyond to advance innovation and entrepreneurship education and to provide unique opportunities for STEM students and researchers to fully realize their potential to improve the world. 

For over 25 years, we’ve trained more than 3,000 early-stage innovation teams and helped launch over 850 ventures that have raised close to $ 1 billion in public and private investments. These ventures have reached millions of people in over 50 countries with technological advancements in fields such as biotechnology, healthcare, sustainable energy and materials, and solutions for low-resource settings. 

VentureWell is seeking an organized and efficient planner to join the team as a Marketing and Communications Event Coordinator/Receptionist. This role is a great opportunity for individuals with experience in delivering successful, dynamic, and on-budget events to support with the planning and execution of VentureWell program workshops, conferences, virtual convenings, and staff events. The Event Coordinator/Receptionist reports directly to the Event Manager, and will be part of the Marketing & Communications (M&C) team; this individual will also work closely with the People & Culture (P&C) team. This benefits-eligible role is initially scoped as a 12-24 month limited term engagement, with the possibility of extension. 

VentureWell’s office is located in beautiful western Massachusetts near several higher ed institutions, including the flagship campus of the University of Massachusetts in Amherst. The work location for this role is VentureWell’s Hadley, MA office; there will be an expectation of travel for event management and collaborative teamwork.

VentureWell is committed to advancing equity both internally with staff, and externally through our programming and engagement with the science & technology innovation and entrepreneurship communities.  We are seeking staff equally committed to this work, who are engaged in issues of diversity, equity, and inclusion, and who will be excited to add to our culture and our impact.

Responsibilities:

• Administrative/Reception 

  • Welcome staff and visitors to VentureWell’s Hadley, MA office and event space
  • Covering VentureWell’s main phone line
  • Ensuring VentureWell’s office is clean and organized for staff and visitor use
  • Distribution of mail to staff
  • Receiving packages, assisting staff with outgoing mail
  • Assist with the with the selection, order, and maintain an inventory of swag items and staff and partner gifts
  • Assist Marketing & Events and People & Culture teams with ad hoc projects, as needed
  
  

  Marketing & Communications 

  • Perform administrative tasks, including managing marketing email inbox (including corresponding with contacts), scheduling meetings, and maintaining team calendars
  • Proofread copy for accuracy
  • Coordinate sponsorship and exhibit support
  • Perform research and build outreach contact lists (media and institutional) for editorial and program promotion
  • Provide light graphic design support such as creating PowerPoint presentations, resizing graphics, formatting copy, and sourcing photography
  
  

  Event Coordination

  • Provide logistical support in the design and delivery of conferences, meetings, webinars and virtual events, and workshops, as needed; this includes, but is not limited to, creation of conference event orders, menus, hotel negotiations and booking, event registration, event materials, participant communication, etc.
  • Manage event setup and breakdown
  • Welcome and support event speakers, ensuring they have everything they need for a successful presentation
  • Support the People, Culture & Operations Managers in planning for all internal staff convenings and events (eg. on-site all-staff convening) including booking venue(s), managing catering, preparing materials and supplies, planning staff events, and reserving staff accommodations
  • Coordinate all purchases and delivery of supplies and materials for events
  • Serve as main point of contact for external vendors (A/V, catering, equipment rental, photography, videography, decor/floral, and transportation) as well as for conference, meeting, special event, and exhibit booth material shipping.
  • Coordinate and host webinars and online events, as required, using a variety of remote meeting and learning tools
  • Manage communication with program participants regarding logistics, stipends, disbursements, and refunds
  • Develop work plans and staff schedules for event preparation and execution; requires working on multiple events with overlapping timelines and deadlines
  • Organize and oversee production of event collateral and meeting materials including name badges, table tents, program agendas, and resources to facilitate learning and engagement
  • Responsible for attendee communication to provide solutions and excellent customer service
  • Work with teams across VentureWell to develop robust, interactive virtual events
  • Research and book staff travel (flights, accommodations, etc)

Requirements:

• At least 2 years event planning experience, design, production 
• Excellent contingency-planning skills
• Experience with virtual, hybrid, & in-person event design
• Experience using Zoom, Asana, Google suite, Zoom, Salesforce
• Excellent time management and communication skills
• Ability to build productive, collaborative business relationships
• Ability to manage multiple projects independently

In addition to the above position-specific requirements, all VentureWell staff are expected to:

• Succeed and thrive in an environment with competing and changing priorities and tight deadlines
• Have a track record of, and ability to build, solid, collaborative working relationships; and are strong team players who enjoy a “customer service” orientation to collaboration
• Be committed to embedding equity in our internal practices and culture and in our programs in order to live and achieve our mission
• Bring openness and engagement to personal, professional, and organization-wide learning on race, class, gender, justice, and equity
• Be self-starters with strong attention to detail and a commitment to delivering high-quality work 
• Be active learners who independently learn new tools and work processes quickly. A proactive learner who embraces informal and formal learning to make effective decisions and advance VentureWell’s new strategic direction of becoming a learning organization.
• Have excellent written and oral communication skills

For more information about VentureWell, including our benefits, click here 

Candidates for this position must not require sponsorship for U.S. Work Authorization

VentureWell is an Equal Opportunity/Affirmative Action Employer. M/W/D/V