Job Openings

Administrative Coordinator

Job ID: BH411983

Category: Administrative Assistant

Specialty: Administrative

Job Title: Administrative Coordinator

Must Haves:

  • High School Diploma
  • 3-5 years of office experience
  • Microsoft Office Suite – including design and graphics platform
  • Google Docs
  • Word Press
  • HootSuite
  • Constant Contact ESP


  • Associate’s or Bachelor’s degree
  • Previous office work focused on administration, marketing, communication, and/or event management

Job Summary:

The Administrative Coordinator provides project coordination, scheduling, logistics and reporting for the successful execution of the 2022 World Medical Innovation Forum (WMIF), including attending the WMIF event May 2-4, 2022 at the Westin Copley Boston.


  • Coordinate the Disruptive Dozen (Selection of a set of medical technologies as prioritized by clinical leaders from throughout the organization).
  • Schedule (and support as needed) all interviews for the Disruptive Dozen selection process
  • Coordinate Disruptive Dozen selection dinner logistics with assistance of Senior Project Manager
  • Attend Disruptive Dozen selection dinner and track follow-up actions
  • Additional support as needed
  • Coordinate the Innovators Dinner
  • Work with Innovation staff to incorporate new engagement/inclusion opportunities into the dinner event
  • Manage vendor (AZA Events) who serves as liaison between the organization and Westin (AZA coordinates F&B, registration); collaborate on event set up and flow
  • Coordinate entertainment and awards
  • Answer event-related questions from attendees, speakers, vendors, etc.
  • Coordinate invites and track RSVPs — Invitation follow up, confirming RSVPS (work with Mueller Design)
  • Provide on-site support during the event
  • Coordinate related follow-up
  • Schedule all WMIF panel prep calls across 150+ executive-level speakers both inside and outside of the organization. Coordinate all schedule changes and re-bookings when sessions must be moved. Maintain accurate records of call participation and communicate status to Senior Project Manager on a regular basis.
  • Coordinate WMIF Marketing Collaborator outreach, including researching and identifying organizations, follow-up with those who participate, distribution of materials such as logos/artwork, responding to questions and inquiries.
  • Manage requests from Innovation and the organization's staff and colleagues for meeting space at WMIF (including managing any AV needs, white boards, Food & Beverage, etc.).
  • Send out and track the use of WMIF complimentary registration codes by company or organization.
  • Solicit and manage employee volunteers to staff WMIF including registration desk, Mobile App help desk, First Look presentations, and student attendees at the WMIF.
  • Manage Forum Inbox – triage inquiries as needed.
  • Provide support for the WMIF onsite at the Westin.
  • Support other WMIF projects as assigned.


  • 3-5 years of experience in an office environment, preferably in a position with a focus on administration, marketing, communications and/or event management.
  • Basic understanding of marketing and event principals and best practices.
  • Highly organized with an attention to detail.
  • Experience using MS Office Suite (including Excel, PPT, Word, design and graphics),Google docs, Word Press, HootSuite, and Constant Contact ESP.
  • Positive attitude with a willingness to pitch in and be a team player.
  • Works well under pressure and constantly shifting priorities.
  • Professional demeanor and ability to work well with C-Suite level staff.
  • Creativity and problem-solving ability.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Somerville, Massachusetts