Assistant Director, Events at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Assistant Director, Events

Req ID: 67441BR

School or Unit: Alumni Affairs and Development

Description: Job Summary

Alumni Affairs and Development (AA&D)

Alumni Affairs and Development is a dedicated team supporting Harvard's advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.

AA&D is comprised of the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP).

Whether it's the buzz of coordinating world-renowned Commencement and Reunion celebrations, hosting exclusive gatherings with Harvard's intellectual leaders, or showcasing the latest campus innovations-our AA&D Events team crafts unforgettable experiences that make a memorable impact on our vibrant alumni and donor community. Reporting to the Associate Director, this individual will lead the project management and execution for an event portfolio and tasks, with a focus on Spring Reunions. They will also coordinate and communicate with the Reunion and Classes team, ensuring that events are developed and implemented to advance the priorities of the Harvard Alumni Association and the University. This position operates in a fast-paced, high-volume, deadline-driven environment. In addition to Harvard alumni and friends, this client-service position routinely interacts with administrators, faculty, staff, and outside vendors.

Position Description

• Serves as project manager on assigned events/tasks, with a focus on the annual Spring Reunions which currently hosts 14 quinquennial reunions bringing back thousands of alumni each spring for over 250 unique events.
• Liaise directly with outside vendors including hotels, caterers, entertainment, venues and audio-visual
• Manage contract negotiations and timely communication with all vendors to ensure events are executed on time and on budget
• Utilize and manage the Master Tracker for all Spring Events
• In coordination with the R&C team, communicate effectively with volunteer leaders by attending meetings and executing class-specific needs and requests for approx.. 5 reunion years
• Assists with management of robust staffing program for all Spring events
• Oversees the production of event materials (name tags, place cards, etc.)
• Supervision of support staff as assigned
• Works on special projects as assigned

Administrative Duties

• Manages event budgets in coordination with AA&D Finance team

• Inputs and updates event data in Workfront regularly, pulls reports from Qlik and Advances, manages complex Excel document
• Conducts administrative and research duties and may include other related responsibilities
• Reports out and analyzes event data

Basic Qualifications

• Bachelor's degree with four or more years of experience in planning and coordinating meetings and events including virtual or transferable experience
• Must have working proficiency in Zoom, Microsoft Excel, Word and Outlook software with technological adeptness for other platforms
• Overtime required (can be significant during peak periods) including evenings and weekends
• Job requires standing for long periods of time and the ability to lift and carry heavy objects up to 25lbs or more.
• Some travel may be required

Additional Qualifications and Skills

• Excellent organizational, time management, interpersonal and communication skills
• Ability to work and supervise in a group setting and ability to work independently and provide excellent client service.
• Strong written and oral communication skills required.

• This position requires good judgment, discretion, confidentiality, an understanding of protocol and excellent diplomatic skills to represent the AA&D constituencies in a highly professional manner.
• Experience managing and executing events.
• General knowledge of the organization/institution (Harvard) as well as local units.

Additional Information

• This position requires a 3 month orientation and review period.
• Please include a cover letter with your application.

To learn more about the AA&D team, please visit our Careers site at https://alumni.harvard.edu/careers

To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/.

Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.

COVID 19 Vaccination Information: The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

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-JP1

Department Office Location: USA - MA - Cambridge

Job Code: 358057 Admin Pro/Indiv Contrib

Job Function: Alumni Affairs and Development, General Administration

Work Format: Hybrid (partially on-site, partially remote)

Sub Unit: ------------

Salary Grade: 057

Department: Alumni Affairs and Development


Union: 00 - Non Union, Exempt or Temporary

Time Status: Full-time

Pre-Employment Screening: Education, 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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