Events Coordinator

The Events Coordinator, under the direction of the Director of Events, is responsible for supporting the coordination, planning, and execution for a wide variety of events for the institution at the ICA’s Seaport and Watershed locations. The Events Coordinator will also collaborate on select external co-hosted events. This position is required to be present at all events, which includes evening and weekend hours. This is a full-time, salaried position.

The Events Coordinator contributes to a culture of collaboration, community, and respect while embodying the principles of ICA’s Quality of Service and centers the work of Diversity, Equity, Accessibility, Inclusion, and Belonging in all areas of their work.

Please note:

• All ICA employees are required to reside in Massachusetts and within commuting distance from our Seaport location as of their first day of work.
• The ICA offers a hybrid work week, which averages three days a week onsite for employees eligible to work remotely (subject to change, and at managers’ discretion).

Responsibilities:

• Assist in the organization of the ICA’s general calendar of events
• Participate in the planning and execution of a portfolio of donor and member events, including but not limited to, the ICA Gala, Women’s Luncheon, exhibition openings, private donor events, member parties, lecture receptions, and ICA Watershed Community Events
• Assist the Director of Events with event design, including but not limited to the execution of basic floor plans, the selection and management of rental furniture, and ordering floral and/or additional décor as needed
• Work with the Director of Events on additional donor, social programming, community partner events, holiday promotions and ICA Wine + Coffee Bar events, as opportunities arise
• Assist with all planning, staffing, and logistics for First Fridays, a long-standing, monthly event series, taking place the first Friday of every month (with exception of January)
• Manage the invitation and RSVP process for all events
• Prepare letters of agreement with outside vendors and process invoices
• Assist in tracking departmental budgets and expenses as related to event production
• Develop strong working relationships with ICA staff across departments

Qualifications:

• 1-3 years of experience in events related positions
• Proficiency with Microsoft Office Suite (Word and Excel, PowerPoint, Publisher)
• Strong professional interpersonal, verbal, and written communication skills with a proven ability to communicate clearly, effectively, and persuasively
• Ability to problem solve; detail-oriented, with the ability to manage multiple projects and deadlines
• Ability to be collaborative, use good judgement, and maintain a high level of discretion and donor confidentiality
• Interest in contemporary art
• Some evening and weekend work required

Physical Requirements:

• Prolonged periods of remaining stationary such as working on a computer and speaking on the phone
• Ability to listen and talk for extended periods in person, over the telephone, and computer
• Possess mobility to work in an office setting and use office equipment, move about throughout the museum, and travel to offsite meetings when necessary
• Must be able to exchange accurate information with donors and other constituents
• Ability to lift up to 15 pounds, pushing and pulling, keyboarding and gripping

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While the above is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

The ICA offers an excellent benefit package that includes health, dental and vision insurance, disability/life insurance, flexible spending accounts, 403(b) retirement plan, and paid time off.

Starting Compensation: $50,000.00 Annually
Starting compensation is based on meeting minimum qualifications.

ICA Compensation:

Each ICA position has a job grade based on the position’s evaluated job responsibilities, required education and experience, needed skills to perform the job, and professional knowledge. The position’s grade and respective compensation range is determined by the position’s overall responsibilities, including decision making, supervisory/management requirements, resource management and budgeting duties.

Compensation is ultimately determined by the scope of the position and responsibilities, the candidate’s relevant experience, and internal equity, with starting salaries typically falling in the lower half of the compensation range.

Interested candidates should send a resume and letter of interest to jobs@icaboston.org. When applying, please include “Events Coordinator” in the subject line.