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Events Program Administrator in Boston, MA at Veritude

Date Posted: 6/27/2018

Job Snapshot

Job Description

Veritude is hiring for an Events Program Administrator at Fidelity Investments in Boston, MA

About Fidelity Investments
Fidelity Investments is one of the world’s largest providers of financial services. Founded in 1946, the firm is a leading provider of investment management, retirement planning, portfolio guidance, brokerage, benefits outsourcing and many other financial products and services to more than 20 million individuals and institutions, as well as through 5,000 financial intermediary firms. For more information about Fidelity Investments, visit www.fidelity.com.

About Fidelity Labs’ Global Seminars

At Fidelity Labs, we use emerging technologies and human-centered design to create visionary products and services that improve people’s financial lives. Our Global Seminars team produces more than 40 events annually that are available to 50,000 employees worldwide. From organizing hackathons that produce patentable products, to bringing in acclaimed guest speakers on emerging technologies, to promoting internal special-interest club, our team and the quality programming we do is an essential part of fueling innovation at Fidelity Investments.

We work hard to maintain high standards of content, speakers, tech a/v, logistics, and flawless event execution to create an impeccable audience experience. We are plugged into local and global innovation communities, and proud to have founded TEDxBoston and host of many external events.

Description

This position is to support overall event logistics, marketing, and production.  The candidate will gain tremendous exposure to thought leaders, innovative ideas, and event planning inside a large company.  

Primary Responsibilities

  • Event Project Planning and Execution

    • Create and maintain project plans for each event

      • Master scheduler (Briefing Center Conference Rooms, FCAT Programs calendar, remote locations, executive participants, team meetings, external speakers)

      • Create tasks and milestones in FCAT Programs calendar

      • Track progress and adjust plans

      • Follow-through on deliverables from individual/team owners

      • Organize recurring team meetings and event resources

      • Communicate status, updates, etc. with project manager

      • Issue escalation and resolution

    • Event management

      • Set up event page and registration

      • Compose and send target email marketing

      • Collect presentation decks for onsite and remote delivery: Ribbit Video, Skype, etc.

      • Send reminder emails

      • Speaker(s) logistics; time of arrival, security check-in, etc.

      • A/V support team and requirements

      • Venue selection and design

      • Room setup

      • Catering

      • Swag

      • Handouts and badging

      • Attendance for event (pre/post event)

      • Security when required

      • Monitor mailboxes

    • Event logistics advance planning

      • Audience registration monitoring

      • Speaker(s) logistics

        • Speaker Agreements

        • Honorarium processing

        • Travel arrangements when required

      • Simulcast orchestration

    • Reporting

      • Creates Qualtrics Surveys

      • Analyze Data

      • Digest data for readouts

  • Customer Relationships

    • Interact with executive management, staff at all levels, industry experts, program sponsors, business unit planning teams

Qualifications

  • BS or BA required and/or 3-5 years project planning and/or event planning experience

  • Strong and proven project management, organizational, time-management skills

  • Outstanding Microsoft Office skills – specifically Outlook

  • Accuracy and attention to detail

  • Excellent interpersonal, written and oral communication skills

  • Ability to multi-task, prioritize, and follow through on multiple, and at times competing, project deliverables

  • A results-oriented approach with ability to anticipate roadblocks, seek creative alternatives, solve problems and escalate issues appropriately

  • Strong team player with ability to build relationships and interact positively across multiple levels and lines of business

  • Resourcefulness to seek out and independently propose ideas

  • Fast learner

  • Idea generator/creator

  • HTML and Photoshop is a plus

  • Tech-savvy is a plus

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