Events Coordinator

Harvard University • Cambridge, MA

23h • Onsite

About The Position

The Events Coordinator independently coordinates the planning and execution of the Center for the Study of World Religions’ public, academic, and community programs. Working with Center leadership, faculty, invited guests, Harvard offices, external partners, and vendors, the Coordinator oversees event logistics from advance planning through on-site execution and financial reconciliation. The position also coordinates the work of student event assistants, supports audience outreach and digital publishing, and coordinates the use of CSWR spaces.

Requirements

• Minimum of five years of relevant experience in event planning, program coordination, administration, hospitality, or a related field. Education beyond high school may count toward experience in accordance with Harvard guidelines.
• Demonstrated experience coordinating events or programs involving multiple participants, vendors, deadlines, and logistical requirements.
• Ability to work occasional evenings and weekends as required.
• Candidates wishing to be considered must supply a cover letter in addition to a resume.

Nice To Haves

• Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
• Strong organizational and project-management skills, with the ability to manage multiple priorities and deadlines.
• Excellent interpersonal and communication skills and the ability to work effectively with a wide range of internal and external constituents.
• Strong writing, editing, and proofreading skills.
• Demonstrated initiative, judgment, attention to detail, and ability to anticipate needs, solve problems, and work independently with appropriate guidance.
• Proficiency with Microsoft Office and ability to learn administrative, registration, financial, web, and digital-media systems.
• Experience supervising or coordinating student or temporary staff preferred.
• Experience with Buy-to-Pay, Concur, website content-management systems, event-registration platforms, social media, or comparable tools preferred.
• Familiarity with Adobe Creative Cloud, particularly InDesign and Photoshop, preferred.
• Ability to handle sensitive or confidential information with discretion.
• Interest in the academic study of religion, higher education, or public programming preferred.

Responsibilities

• Coordinates lectures, workshops, conferences, exhibitions, receptions, community gatherings, and other Center programs.
• Oversees event logistics, including scheduling, registration, travel, accommodations, catering, audiovisual services, facilities, accessibility, materials, staffing, setup, and breakdown.
• Serves as the principal administrative and logistical liaison for speakers, scholars, artists, program participants, Harvard colleagues, external partners, and vendors.
• Coordinates guest travel and hospitality and works with vendors on pricing, purchasing, payments, contracts, and related arrangements.
• Reconciles event expenses and processes invoices, reimbursements, and other financial documentation in collaboration with the Assistant Director.
• Coordinates event promotion and targeted audience outreach and assists with the preparation and distribution of promotional materials.
• Publishes and maintains approved website and digital-media content, including event listings, program pages, news, publications, recordings, social-media posts, and YouTube content.
• Recruits, trains, schedules, and provides day-to-day supervision to student event assistants.
• Oversees on-site event execution and responds to changing logistical needs.
• Maintains event calendars, planning records, registration and attendance data, and related documentation.
• Coordinates approved use of CSWR spaces and communicates established procedures and logistical requirements to event organizers.
• Advises student organizers on event scheduling, logistics, facilities, publicity, and relevant Harvard and CSWR procedures.
• Maintains and improves event procedures, templates, checklists, and other operational resources.

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: High school or GED