Associate, Experiential Marketing and Events

HarbourVest Partners • Boston, MA

3d • Hybrid

About The Position

The Associate, Experiential Marketing and Events supports planning and delivery of HarbourVest’s global event portfolio, including client events, internal programs, networking events, leadership dinners, annual meetings, GP events, and regional programs. The role coordinates assigned programs and workstreams from planning through post-event follow-up, with responsibilities tailored to each event’s scope. It also supports venue research, event technology, client gifting, sponsorship store operations, vendor coordination, and onsite execution. The position calls for an independent, detail-oriented professional who takes ownership, works quickly, and manages multiple priorities in a fast-paced environment.

The role is hybrid. Employees receive 18 remote workdays per quarter, subject to manager approval. The Associate works with internal partners and external providers to coordinate event logistics, maintain event plans and documentation, support registration and attendee communications, and contribute to event reporting and post-event insights. Success means becoming a dependable Events team member who can move assigned programs forward independently, manage workstreams within larger events, provide useful venue research, oversee gifting and store operations, and deliver accurate Cvent and logistical support.

HarbourVest describes its culture as collaborative, open-door, inclusive, and supportive of professional growth. The firm is an equal opportunity employer. The base salary range is $85,000–$90,000, with eligibility for a discretionary annual bonus. Total compensation may also include long-term reward programs for typically more senior roles. The comprehensive total rewards package may include retirement contributions, health insurance, income protection, paid time off and leave benefits, and well-being programs; eligibility varies by position and geography.

Requirements

• Bachelor’s degree in marketing, communications, hospitality, event management, or a related field.
• 3–5 years of experience in corporate events, hospitality, marketing, conferences, or client-facing programs.
• Experience coordinating events from planning through follow-up and independently managing assigned programs or workstreams.
• Familiarity with Cvent or a similar event management platform.
• Experience working with venues, vendors, contracts, budgets, and event logistics.
• Proficiency in Microsoft Office, particularly Outlook, Excel, PowerPoint, and Word.
• Ability to travel and work outside standard business hours when needed for events.
• Ability to manage multiple deadlines, stakeholders, and changing priorities.
• Strong organization, attention to detail, sound judgment, problem-solving, communication, and follow-through.

Nice To Haves

• Financial services background.
• Curiosity, creativity, and motivation to improve event experiences and operations.

Responsibilities

• Manage planning and delivery for select events and assigned workstreams within larger in-person, virtual, and hybrid programs, aligning objectives, timelines, and execution with internal partners.
• Coordinate registration, attendee communications, transportation, accommodations, event materials, gifting, and onsite logistics.
• Coordinate with internal partners, venues, hotels, production teams, transportation providers, caterers, and other vendors for assigned programs.
• Coordinate onsite execution for assigned programs, anticipate needs, resolve issues, and advance decisions when appropriate.
• Research venues, hotels, restaurants, event destinations, activities, and experiential concepts; request proposals, compare pricing and capabilities, conduct initial outreach, and prepare recommendations.
• Maintain organized venue, vendor, and destination research for future programs and identify ideas to improve attendee experience, efficiency, or value.
• Manage client gifting requests, including product research, ordering, inventory, fulfillment, shipment tracking, and issue resolution.
• Manage day-to-day operations of the sponsorship and client gifting store, keeping products, inventory, records, and fulfillment processes current.
• Coordinate with vendors and internal partners to deliver gifts and sponsorship materials on time and within budget.
• Monitor inventory and recommend replenishment, consolidation, or new product options.
• Support Cvent event builds, registration sites, invitations, attendee management, reporting, surveys, and event communications.
• Maintain clean attendee data and follow established registration standards and templates; build working knowledge of Cvent capabilities and apply platform standard methodologies.
• Assist with event reporting, metrics, and post-event insights.
• Maintain event plans, timelines, budgets, and status updates for assigned programs, including invoices, contracts, purchase orders, and vendor documentation.
• Prepare attendee lists, briefing materials, logistics documents, run-of-show materials, and event recaps.
• Maintain event inventory, supplies, storage areas, templates, and operating resources.
• Provide flexible support across the team based on changing event and business priorities.

Benefits

• Discretionary annual bonus eligibility, determined by individual and overall firm performance.
• Comprehensive total rewards package that may include retirement contributions, health insurance, income protection, paid time off and leave benefits, and well-being programs.
• Potential participation in long-term reward programs, typically for more senior-level roles.
• 18 remote workdays per quarter in a hybrid arrangement, subject to manager approval.

What This Job Offers

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