Assistant Director, Events

Alumni Affairs And Development-posted about 1 year ago

Full-time • Mid Level

Remote • Cambridge, MA

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The Assistant Director of Events in Alumni Affairs and Development (AA&D) at Harvard University is responsible for leading the project management and execution of a portfolio of events, particularly focusing on the annual Spring Reunions. This role involves coordinating with various stakeholders, managing vendor relationships, and ensuring that events align with the priorities of the Harvard Alumni Association and the University. The position requires strong organizational skills and the ability to work in a fast-paced environment.

Serve as project manager on assigned events/tasks, focusing on the annual Spring Reunions.
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.
Communicate effectively with volunteer leaders by attending meetings and executing class-specific needs and requests for approximately 5 reunion years.
Assist with management of a robust staffing program for all Spring events.
Oversee the production of event materials such as name tags and place cards.
Supervise support staff as assigned.
Work on special projects as assigned.
Manage event budgets in coordination with the AA&D Finance team.
Input and update event data in Workfront regularly, pull reports from Qlik and Advances, and manage complex Excel documents.
Conduct administrative and research duties and may include other related responsibilities.
Report out and analyze event data.

Bachelor's degree with four or more years of experience in planning and coordinating meetings and events.
Working proficiency in Zoom, Microsoft Excel, Word, and Outlook software.
Ability to stand for long periods and lift and carry heavy objects up to 25lbs or more.
Some travel may be required.

Excellent organizational, time management, interpersonal, and communication skills.
Ability to work and supervise in a group setting and work independently.
Strong written and oral communication skills.
Good judgment, discretion, confidentiality, and understanding of protocol.

3-4 weeks of accrued vacation time per year.
12 accrued sick days per year.
12.5 holidays plus a Winter Recess in December/January.
Up to 12 weeks of paid leave for new parents who are primary caregivers.
Comprehensive medical, dental, and vision benefits.
Disability and life insurance programs.
Child and elder/adult care resources.
University-funded retirement plan with contributions from 5% to 15% of eligible compensation.
Tuition Assistance Program and Tuition Reimbursement.
Professional Development programs and classes.
Various commuter options including discounted parking and public transportation passes.

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