Assistant Director, Events (Time-Limited)

Harvard University • Cambridge, MA

27d • Hybrid

About The Position

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. 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 Faculty of Arts and Sciences (FAS) Development, Advancement Communications, Events & Donor Relations (ACEDR), University Development and Advancement Solutions (UDAS), the Harvard Alumni Association (HAA), and Office of Talent, Administration and Policy (OTAP). 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 Deputy Director, this individual will lead the project management and execution for an event portfolio and tasks. This position operates in a fast-paced, high-volume, deadline-driven environment. In addition to Harvard donors, alumni and friends, this client-service position routinely interacts with administrators, faculty, staff, and outside vendors. This is a time-limited role with an end date of 6/30/2028.

Requirements

• 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 25 lbs. or more.
• Some travel required
• You will be expected to work certain events/campus activities, such as reunions each Spring, and participate in department retreats that are taking place on campus in Cambridge, MA.
• Proficiency in detail and creative problem solving
• Excellent organizational, time management, interpersonal and communication skills
• Ability to work and supervise in a group setting
• Ability to work independently, use judgment, and provide excellent client service
• Competency with full Microsoft Office suite of programs, Zoom, Workfront (preferred) and PerfectTable (preferred)
• Strong written and oral communication skills required
• Strong computer skills, including database management
• Ability to set priorities among competing tasks, multiple constituencies, and deadlines
• Able to commit to significant hours outside of regular schedule during event months, including evenings and weekends
• This position requires good judgment, discretion, confidentiality, an understanding of protocol and excellent diplomatic skills to represent the Alumni Affairs and Development constituencies in a highly professional manner

Nice To Haves

• Workfront (preferred)
• PerfectTable (preferred)

Responsibilities

• Serves as overall project manager on assigned events
• Manages stakeholders’ roles and responsibilities; create and manage planning timelines
• Motivates and mentors support staff assigned to events, provides open communication on expectations
• Leads event planning meetings and ensures planning team is working towards event goal and fundraising priorities
• Actively participates in meetings to develop content
• Schedules, secures, and negotiates all necessary locations and vendors (as applicable)
• Contributes to the creation of event briefings and bios
• Assists support staff with managing invitation pools and tracking of invitations and responses
• Plans the experience and ambience at events creatively and thematically
• Works on special projects as assigned
• Manages and runs virtual events on virtual platforms (mostly Zoom)
• Oversees mailings, data management, tracking systems, event seating and staffing of events
• Works with venue and vendor selections as well as contract negotiations to ensure events are executing on-time and on-budget
• Communicates with guests by phone, in writing, and at events
• Oversees the production and distribution of all event materials (name tags, seating tags, place cards, tent cards, etc.)
• Supervision of support staff as assigned for events
• Communicates with leadership on status of events
• Inputs and updates event data in Workfront regularly
• Conducts administrative and research duties, which may include other related responsibilities and projects as determined by supervisor
• Reports out and analyzes event data
• Serves as liaison with other members of Harvard’s development staff as needed
• Ensures the appropriate follow-up to attendees and completion of post event data uploads

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level