Events Coordinator

Harvard University • Cambridge, MA

2d • $65,000 - $70,000 • Hybrid

About The Position

The Event Coordinator will play a key role in supporting the planning, coordination and execution, of a wide range of Institute events, including lectures, symposia, workshops, fellowship activities, seminars, community gatherings, and public programming. This position ensures that all events are delivered professionally, efficiently, and in alignment with the Institute’s mission and high standards. The Event Coordinator reports to the Assistant Director for Programs and works closely with faculty, staff, students, fellows, and external partners to create engaging, inclusive, and impactful event experiences. The tasks encompassed in this position are broad and varied.

Requirements

• At least 3 years of professional experience in event coordination, logistics management, or related roles in an academic or higher education setting
• Excellent organizational, time management, and multitasking skills, with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills, with the ability to interact professionally with faculty, students, staff, and external partners.
• Demonstrated ability to coordinate logistics, manage timelines, and support events from planning through execution and post-event follow-up.
• Proficiency with technology and office software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), virtual event platforms (e.g., Zoom), and database or event management systems.
• Ability to quickly learn and navigate institutional systems and event management tools.
• Collaborative team player with the ability to work effectively across departments and with diverse stakeholders.
• Strong problem-solving skills and the ability to adapt in fast-paced event environments.
• Commitment to fostering inclusive and welcoming environments for diverse communities.
• Flexibility to work on occasional evenings and weekends as required by event schedules.

Nice To Haves

• Bachelor’s degree preferred.
• Experience supporting academic, research, or public programming in a higher education or nonprofit environment preferred.
• Familiarity with Harvard administrative processes, policies, and event procedures preferred.

Responsibilities

• Coordinate end-to-end logistics for Institute events, including planning timelines, reserving event spaces, managing vendors, arranging audiovisual support, coordinating catering and transportation, and ensuring effective hospitality and post-event follow-up.
• Coordinate event communications in collaboration with the Communications team, including invitations, RSVP and registration tracking, event website listings, confirmations, reminders, and post-event follow-up.
• Serve as a primary point of contact for event participants, speakers, guests, and vendors, providing professional support and clear communication before, during, and after events.
• Occasionally, may work with the Executive Director and senior leadership on the coordination of the non-public events for friends and supporters of the Mittal Institute.
• Provide on-site event support, including check-in, troubleshooting, and coordination with staff and vendors.
• Coordinate room layouts and space setups in compliance with Harvard and Institute policies.
• Assist with virtual and hybrid events, including platform setup (e.g., Zoom), registration management, and audiovisual coordination.
• Maintain and update event databases, calendars, and documentation.
• Prepare event budgets, track expenses, and assist with financial reconciliation.
• Support administrative processes related to events, including purchase requests, contracts, and reimbursements.
• Coordinate the Graduate Student Associate Program for graduate students affiliated with MI, managing application and renewal processes, and organizing related program events.
• Support the student organizations associated with the Mittal Institute.
• Support the Seed for Change Prize by coordinating faculty review committees and serving as a primary point of contact for applicants.
• Assist with the biannual student grant cycles and serve as backup as needed.

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
• Education Level: Associate degree