Job Description

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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