Alumni Events Coordinator

Harvard University FAS Human Resources; Cambridge (MA); Hybrid; USD 52,000 - 75,000; Full time

Benefits offered by this job

Generous paid time off

Health insurance

Tuition assistance and reimbursement

Commuter benefits

Job summary

Harvard University FAS Human Resources is seeking an events support specialist to assist with College Reunions, Harvard Alumni Day, and senior events. You will manage inventory, staffing, and licensing, coordinate tours, and liaise with vendors to ensure smooth on-site execution.

This time-limited role requires flexibility, strong organization, and the ability to work evenings and weekends, with on-site presence in Cambridge, MA as needed.

Qualifications

• Minimum of two years in planning and coordinating meetings or equivalent experience.
• Proficiency in Excel, Word, and Outlook; tech-savvy with other platforms.
• Overtime required, including evenings and weekends.
• Must travel to staff events; work in Cambridge, MA during campus events.
• BA/BS preferred; strong organizational and communication skills.
• Ability to handle confidential materials with discretion.

Responsibilities

• Manage supply inventory and ordering for Reunions and office needs, including tracking stock levels, placing orders, and coordinating deliveries.
• Prepare and maintain weekly hotel pickup reports and related documentation for events and visiting guests.
• Secure and track entertainment licenses for events, ensuring compliance with institutional and legal requirements.
• Provide staffing support for Reunions and Senior Week, liaising with the Talent Manager, and creating related reports and documents to support staff on-site.
• 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 such as Mid-year Graduation, Thesis Dinner, Brunch, and Senior Week planning, including timelines, room reservations, vendor coordination, and event materials.
• Liaise with vendors as needed, including requesting quotes, confirming services, and coordinating deliveries or on-site work.
• Support assigned Events that requiring invitation tracking, production, and on-site support.
• Perform administrative tasks as needed, including data entry, document preparation, filing, and general office support.

Skills

Interpersonal communication

Organizational skills

Detail-oriented

Microsoft Excel

Microsoft Word

Outlook

PowerPoint

Time management

Team collaboration

Customer service

Education

BA/BS degree

Tools

Excel

Word

Outlook

PowerPoint

Filemaker Pro

Zoom

Job description

Harvard University FAS Human Resources is seeking an events support specialist to assist with College Reunions, Harvard Alumni Day, and senior events. You will manage inventory, staffing, and licensing, coordinate tours, and liaise with vendors to ensure smooth on-site execution.

This time-limited role requires flexibility, strong organization, and the ability to work evenings and weekends, with on-site presence in Cambridge, MA as needed.