Coordinator, Events (Time-Limited)

Harvard University • Cambridge, MA

4h • Hybrid

About The Position

As a member of Harvard University’s Alumni Affairs and Development Events team, the Coordinator, Events provides operational and administrative support for key alumni and student events, particularly College Reunions and Harvard Alumni Day. The position manages supply inventory and orders, prepares weekly hotel pickup reports, secures entertainment licenses, coordinates staffing and visits, and provides logistical support for Alumni Day and senior events. The role also supports assigned events by tracking invitations and replies, managing production, and staffing events, while liaising with vendors and completing general administrative work to help ensure successful execution.

This is a time-limited, overtime-eligible position reporting to the Associate Director, Events, with an end date of June 30, 2027. The standard schedule is 35 hours per week. The work format is hybrid, with schedule and location determined by the department according to operational needs. The role includes frequent office work for event production and may require travel to staff events. Overtime, including evenings and weekends, is required and can be significant during peak periods. The position requires standing for extended periods and lifting and carrying heavy objects.

Requirements

• At least two years of experience planning and coordinating meetings and events, or transferable experience.
• Working proficiency in Microsoft Excel, Word, and Outlook, with technological aptitude for other platforms.
• Highly organized and detail-oriented, with strong interpersonal and tactful communication skills.
• Ability to establish and promote good working relationships with alumni, colleagues, faculty, administrators, students, and vendors, and to work well on a large team.
• Flexibility and ability to manage multiple tasks accurately under competing deadlines.
• Ability to work independently, take initiative, and handle confidential materials with discretion.
• Professional, proactive, creative, collaborative, conscientious, and results-oriented approach, with sound judgment and the ability to think strategically and conceptually.
• Knowledge of PCs and Microsoft Office programs, including Word, Excel, and PowerPoint.
• Aptitude for technology and willingness to use different technology platforms.
• Energy, motivation to learn, and openness to change.
• Excellent speaking, writing, and client service skills, as well as professional phone etiquette.
• Ability to work required events, including spring reunions; attend department retreats on campus in Cambridge, Massachusetts; work overtime, including evenings and weekends; and travel as needed to staff events.
• Ability to stand for long periods and lift and carry heavy objects.

Nice To Haves

• BA/BS degree from an accredited university.
• Two or more years of related office experience, preferably in an academic environment.
• Intermediate or advanced FileMaker Pro skills.
• Intermediate or advanced Zoom meeting and webinar skills.

Responsibilities

• Manage supply inventory and ordering for Reunions and office needs, including tracking stock, placing orders, and coordinating deliveries.
• Prepare and maintain weekly hotel pickup reports and related event and guest documentation.
• Secure and track entertainment licenses, ensuring compliance with institutional and legal requirements.
• Provide staffing support for Reunions and Senior Week, liaising with the Talent Manager and preparing reports and documents for on-site staff.
• Coordinate scheduling and logistics for campus tours, museum visits, gym access, and related walk-throughs.
• Provide logistical and operational support for Alumni Day.
• Support senior-focused events, including Mid-year Graduation, Thesis Dinner, Brunch, and Senior Week planning; coordinate timelines, room reservations, vendors, and event materials.
• Liaise with vendors, including requesting quotes, confirming services, and coordinating deliveries or on-site work.
• Support assigned events by tracking invitations and replies, managing production, and providing on-site support.
• Perform administrative tasks, including data entry, document preparation, filing, and general office support.

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

• Career Level: Entry Level
• Education Level: No Education Listed