Events Associate at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Events Associate

Req ID: 66977BR

School or Unit: Campus Services

Description: Job Summary

The Events Associate provides exemplary customer service for University clients and partners through on-site event support for activities and events at the Richard A. and Susan F. Smith Campus Center and the Science Center Plaza. Reporting to the Senior Events and Operations Manager, the Events Associate must be detail-oriented, highly organized, and able to provide excellent customer service. The majority of events will take place at Smith Campus Center with an additional 1 - 2 events per week at the Science Center Plaza to support. In addition, this position contributes to communications needs by creating event signage for printing and web/social media posts, and will need to execute basic operations of simple and frequently requested AV.

Position Description

Event Execution Day-Of (80%, approximately 32hrs per week):

• Greet internal Harvard clients/partners in advance of each event, day-of representing the venue.
• Execute events with knowledge of set up plan, timeline, vendor in/out, attendance list, catering, and entertainment.
• Act as on-site contact for event organizers on any issues that come up during the event
  
  (ex. room is too hot/too cold; catering team needs additional tables/trash cans; calls to custodial to help with spills) and liaise to appropriate department/team member; stay to close the event; and ensure space is transitioned over to custodial clean-up crew.
• Review ROE (Run of Event) and BEO (Banquet Event Orders) with Smith Campus Center and Science Center Plaza team members each day at start of shift.
• Participate in weekly event coordination meetings with other key on-site staff (custodial, catering, and security).
• Day-Of Event Signage: Utilize templates in Canva and MS Word to make event signage for upcoming Smith Campus Center and Science Center Plaza events; review signage with respective team members for sign-off; create digital event slides for Smith Campus Center; post all signage in communicated locations depending on event start times or other requirements
• Document COE (Close of Event) at end of shift and email to Senior Event and Operations Manager any notes including types of service calls during event, report of space or service issues.
• Support SCC event intake team on occasional tours for potential clients of event rental spaces.
• Be knowledgeable of room, rates, and policies.
• Additional training required to include crowd management, de-escalation, basic AV 101, and other event-related trainings.
• Other duties as assigned.

Event Communications (15%, approximately 6hrs per week):

• Draft, collect feedback and edits, and post of 2 - 3 social media posts per week
• Draft, collect feedback and edits, and post Monthly Common Spaces elevator flyers
• Creates Common Spaces branded event registrations and QR links using Harvard Qualtrics and Uniqode.
• E-distribute/post Common Spaces events using different on-campus channels like SOCO, Dining halls, Harvard Gazette
• Participate in trainings and learning to further knowledge in this area.

AV Execution Day-Of (5%, approximately 2hrs per week):

• Able to set up microphones, computer connections for PowerPoint, Zoom, OWL, or Spotify for in-room amplification. Also assist with basic lighting and room shades.

Other tasks as required.

Basic Qualifications

Relevant work experience beyond high school with three or more years of experience in hospitality, special events and conferencing.

Additional Qualifications and Skills

Additional Qualifications:

• Basic audio-visual experience preferred.
• Proficient in Microsoft Office Suite applications (Outlook, Word, Excel, PowerPoint)
• Proficient with Adobe Creative Suite and web-based services like Canva for basic graphic design
• Excellent written, oral, and interpersonal communication skills
• Outstanding organizational skills
• High standards of accuracy and attention to detail
• Client-focused, positive, helpful attitude

Other Skills Required:

• Willingness to learn basic AV service (use of a microphone, laptop, projector, and background music).
• Willingness to learn basic e-communication and basic design tools to create signage (specifically Instagram and Canva).

Working Conditions

Emergency Status Designation: Critical Operations Personnel, Non-critical Personnel or Vital Personnel

Schedule: Generally, Monday - Friday, 40 hours a week, with 100% on-site work. Daily schedule variation based on event schedule, evening heavy with occasional weekend events. Schedule set two weeks in advance by supervisor.

Additional Information

Emergency Status Designation: Critical Operations Personnel, Non-critical Personnel or Vital Personnel

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard's Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's "COVID-19 Vaccine Information" webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

LinkedIn Recruiter Tag (for internal use only)

#LI-SP1

Department Office Location: USA - MA - Cambridge

Job Code: 403033 Staff Assistant III

Job Function: General Administration

Work Format: On-Site


Salary Grade: 053

Department: 104067


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Education, Employment, Identity


Commitment to Equity Diversity Inclusion and Belonging: Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EOE Statement: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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