Events & Experience Specialist

Job Description Sun Life U.S. is one of the largest providers of employee and government benefits, helping approximately 50 million Americans access the care and coverage they need. Through employers, industry partners and government programs, Sun Life U.S. offers a portfolio of benefits and services, including dental, vision, disability, absence management, life, supplemental health, medical stop‑loss insurance, and healthcare navigation. We have more than 6,400 employees and associates in our partner dental practices and operate nationwide. Visit our website to discover how Sun Life is making life brighter for our customers, partners and communities. Location We support U.S. flexible working arrangements in the contiguous 48 states, however this position is an on‑site role at our U.S. headquarters in Wellesley, MA. At Sun Life, we look for optimistic people who want to make life brighter for our clients. We understand the value of diverse cultures, perspectives, and identities, and want you to bring your full and authentic self to work. Every day, you’ll be empowered and challenged by working with dynamic colleagues to find new and innovative ways to make Sun Life the best benefits company in America. The opportunity The Events & Experience Specialist supports Sun Life’s hospitality service program, with a range of in‑person meetings and hybrid events and employee experience services. The specialist provides expert knowledge to meet our corporate objectives, quality standards and business goals for our employee experience program. A creative solutions expert with strong customer service skills, the specialist ensures superb delivery of food and beverage programs, employee experience services and event logistics, including the support of the operational and administrative coordination of the site activities. The specialist is an onsite role at our U.S. headquarters in Wellesley (Boston, MA) and occasionally supports our other U.S. offices, including Hartford, CT; Portland, ME; Baltimore, MD; Milwaukee, WI; and Kansas City, MO, with seamless experiences across the sites. The specialist takes a hands‑on role coordinating key onsite meetings and events for a range of business partners, and collaborating with stakeholders, team members and vendors. The specialist works directly with business partners to reserve space, confirm event orders, liaise with vendors and is onsite to ensure the smooth delivery of key activities at this site, ready to support last‑minute and special requests. The specialist provides direction for catering partners and other vendor services as well as makes recommendations for service improvements. Reporting to the Event and Experience Manager the specialist collaborates with partners in Events & Experiences, Corporate Real Estate, and other departments of the company. How you will contribute Onsite everyday at Wellesley site, working with employees and guests to provide and inspire a smooth workplace experience for all employees and guests. Ensuring seamless event delivery, directing teams and vendors to ensure the completion of the event agenda and respond to last‑minute adjustments. Responsible for event/meeting coordination for range of onsite meetings, town halls and receptions, including advising on space booking, detailing event orders, communicating with vendors, food and beverage management, set‑ups, wayfinding, staffing, safety planning and post‑event reporting. Collaborating with Corporate Real Estate, coordinating hospitality experiences, supporting amenity &usage monitoring sharing insights and making recommendations for improvements. Scheduled guest services duties at Welcome Desk. Assisting employees with impromptu support, questions & coaching. Assisting employees with occasional requests, room bookings, and coordinating last‑minute onsite arrangements. Receiving and assisting with the distribution of event deliveries and other services through the office environment. Collaborating with the Corporate Real Estate team to ensure high levels of cleanliness, safety, and hygiene are maintained as well as identifying hazards and addressing problems if they arise. Helping to ensure the security and organization of the office environment. Ongoing collaboration with the audio‑visual services and technology teams, helping partners troubleshoot self‑serve systems and escalating support requests as required. Onsite coordination of food and beverage programs, working closely with onsite vendors and stakeholders, processing invoices, reconciliations and making recommendations for service improvements. Administrative coordination of meeting and expenses including coordinating credit card reconciliations, purchase orders, approvals, chargebacks and ensuring any financial processing is completed. Support of site inventory management, maintaining organization and operational resource systems and participating in verification processes. Working closely with team members to ensure site equipment plans, logs and maintenance are properly coordinated. Ensuring that the venue is run in a safe, orderly and professional manner in accordance with the conditions of all employment, health and safety, fire, and building regulations, as well as company procedures that include, but are not limited to security, fire code/fire lane policy and health & safety requirements. Health and Safety representative, Fire Warden and able to provide onsite First Aid. Commitment to continuous improvement with the aim of making processes as efficient as possible, while delivering quality results. Willingness to travel (25%). Other duties as required. What you will bring with you A passion for corporate events and hospitality services. You’re an accomplished event professional, with an inspiring track record of using a wide range of venues and virtual event platforms, working in close collaboration with production, technical and multimedia teams. You have 2+ years of customer service experience in hospitality environments, contributing to events and meeting operations. You have an outstanding attention to detail and enjoy creating and maintaining administrative and operational systems with an exceptional degree of accuracy. You regularly show initiative and drive; as a self‑starter you’re confident in your ability to get the job done. You have an excellent track record in fast‑paced, deadline driven and high‑volume environments. You build strong business relationships with stakeholders, vendors, staff, and team members; you’ve got the ability to negotiate and resolve issues smoothly and effectively. You have strong technology abilities including strong Excel, Word, Outlook and other programs in the MS Office Suite, and the ability to adapt to learn a wide range of databases/CRM systems and web/virtual event platforms. You have experience tracking expenses and reconciling receipts. You are able to lift up to 50 lbs. as required, and comfortable with equipment set up and tear down duties. You have key hospitality industry certifications such as Food Handling Certification and familiarity with hotel/food/beverage industry best practices; First Aid: CPR; or willingness to complete certifications. You have willingness to work flexible hours, with shifting schedule to accommodate early morning or early evening events. You have experience working in a corporate environment. Preferred skills Knowledge of AV industry‑related equipment and terminology. Knowledge of customer service standards. Salary $54,400 - $81,600 At our company, we are committed to pay transparency and equity. The salary range for this role is competitive nationwide, and we strive to ensure that compensation is fair and equitable. Your actual base salary will be determined based on your unique skills, qualifications, experience, education, and geographic location. In addition to your base salary, this position is eligible for a discretionary annual incentive award based on your individual performance as well as the overall performance of the business. We are dedicated to creating a work environment where everyone is rewarded for their contributions. Benefits At Sun Life, we prioritize your well‑being with comprehensive benefits, including generous vacation and sick time, market‑leading paid family, parental and adoption leave, medical coverage, company paid life and AD&D insurance, disability programs and a partially paid sabbatical program. Plan for your future with our 401(k) employer match, stock purchase options and an employer‑funded retirement account. Enjoy a flexible, inclusive and collaborative work environment that supports career growth. We’re proud to be recognized in our communities as a top employer. Proudly Great Place to Work Certified in Canada and the U.S., we’ve also been recognized as a “Top 10” employer by the Boston Globe’s “Top Places to Work” for two years in a row. Visit our website to learn more about our benefits and recognition within our communities. Accommodation We will make reasonable accommodations to the known physical or mental limitation(s) of otherwise‑qualified individuals with disabilities or special disabled veterans unless the accommodation would impose an undue hardship on the operation of our business. Please email View email address on click.appcast.io to request an accommodation. Additional Information We do not require or administer lie detector tests as a condition of employment or continued employment. Sun Life will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including applicable fair chance ordinances. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. #J-18808-Ljbffr Sun Life