Cambridge Forums Inc. has been creating cornerstone meetings for preeminent advisors, executives, and public-sector leaders for over 20 years. For more information about our organization, please visit us at  www.cambridgeforums.com

We are seeking a Corporate Events Research & Contracts Coordinator to join our team of strategy- and research-driven professionals. The ideal candidate will bring strong research and analytical skills, refined negotiation abilities, and a commitment to excellence in meeting deliverables. As part of a highly effective team accountable to key internal and external stakeholders, you will drive efficient procurement processes and deliver high-quality vendor agreements while fostering collaborative relationships.

The successful candidate will be responsible for sourcing new vendors, evaluating costs, managing vendor relationships, coordinating and negotiating multi-year contracts, maintaining a venue database, and collaborating with internal stakeholders.

This position may require domestic and international travel of up to 20% annually. A valid passport with no travel restrictions is mandatory.

Core Competencies

• Experience in vendor contracting, including RFPs, negotiation, contract review, budgeting, and service estimates
• Highly organized with strong time management skills; able to multitask and meet tight deadlines
• Excellent written and verbal communication skills
• Meticulous, with a keen eye for detail in budgeting, planning, and execution
• Agile and adaptable in a fast-paced environment; comfortable with change
• Resilient, resourceful, and able to make quick decisions in the face of unexpected challenges
• Takes ownership of tasks and projects; able to work independently with minimal supervision
• Collaborative team player with strong problem-solving skills in group settings
• Proactively builds and maintains a network of diverse event professionals

Qualifications

• 3+ years of sourcing and procurement experience in the events industry
• Direct experience planning and executing upscale corporate events, conferences, and high-profile gatherings
• Comprehensive knowledge of procurement principles and best practices
• Strong strategic and analytical skills
• Proficient in conducting market research based on specific guidelines
• In-depth experience with vendor contractual terms to assess and mitigate business risk
• Familiarity with sourcing and procurement programs, systems, and tools
• Possesses the necessary documentation required for international travel
• Intermediate computer skills, including MS Excel, CRM databases, Microsoft Teams, and remote collaboration tools

Key Responsibilities

• Conduct thorough venue research, explore options, and cultivate relationships to expand venue offerings
• Manage vendor contracts, including negotiation, budgeting, and relationship management
• Communicate regularly with internal stakeholders regarding critical updates related to vendor research and contracting
• Ensure key financial targets are met or exceeded
• Maintain a comprehensive venue database with details such as pricing, capacity, and location; routinely update with new findings aligned with company standards
• Where required, conduct vendor site inspections to assess venue suitability
• Serve as the primary representative of the Cambridge Forums brand in vendor discussions and occasionally on-site
• Collaborate with the manager on strategic initiatives to support business needs
• Work with the team to uphold top industry standards through best practices, continued education, process improvement, and the introduction of new initiatives
• Undertake additional departmental projects as assigned