Associate, Experiential Marketing and Events

HarbourVest Partners•Boston, MA

4d•$85,000 - $90,000•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. This role suits an independent, detail-oriented professional who works quickly, takes ownership, and manages multiple priorities in a fast-paced environment. The Associate coordinates assigned programs and workstreams from planning through post-event follow-up, with responsibilities tailored to each event’s scope. The role also supports venue research, event technology, client gifting, sponsorship store operations, vendor coordination, and onsite execution. The position uses a hybrid work arrangement, with 18 remote workdays per quarter available at the employee’s discretion subject to manager approval. HarbourVest describes a collaborative, open-door culture that values diversity and innovative thinking, and is committed to inclusion and equal opportunity. The position offers a base salary range of $85,000–$90,000 and eligibility for a discretionary annual bonus. The 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.

Nice To Haves

Financial Services background preferred.

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, 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 concise recommendations.
Maintain organized venue, vendor, and destination research for future programs and identify ideas that 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 levels 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, 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.