Assistant Director, Events (Time-Limited)

Harvard University FAS Human Resources; Cambridge (MA); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Harvard University’s Alumni Affairs and Development team seeks an experienced Event Project Manager to lead planning, production and execution for a dynamic portfolio of events. You will coordinate timelines, vendors, budgeting, and guest communications in a fast-paced environment on campus in Cambridge, MA.

Hybrid work is expected, with significant evening/weekend hours during peak periods. Responsibilities include overseeing virtual and in-person events, data tracking, and cross-team

Qualifications

• Bachelor’s degree with 4+ years of experience in planning and coordinating meetings and events.
• Must be proficient in Zoom, Excel, Word and Outlook with tech aptitude for other platforms.
• Overtime is required, including evenings and weekends.
• Standing for long periods and lifting up to 25 lbs may be required.
• Some travel is required; campus events in Cambridge, MA may occur.

Responsibilities

• Serves as overall project manager on assigned events and drives planning timelines.
• Leads planning meetings and coordinates vendor selection, contracts, and locations.
• Manages event data, invitations, seating, and guest communications.
• Oversees virtual events (primarily Zoom) and on-site event execution.
• Coordinates post-event data uploads and follow-up with attendees and teams.

Skills

Event planning

Project management

Stakeholder management

Communication

Education

Bachelor's degree

Tools

Zoom

Microsoft Excel

Microsoft Word

Microsoft Outlook

Workfront

PerfectTable

Job description

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.

AA&D is comprised of the Faculty of Arts and Sciences (FAS) Development, Advancement Communications, Events & Donor Relations (ACEDR), University Development and Advancement Solutions (UDAS), the Harvard Alumni Association (HAA), and Office of Talent, Administration and Policy (OTAP).

Job Description

Whether it’s the buzz of coordinating world-renowned Commencement and Reunion celebrations, hosting exclusive gatherings with Harvard’s intellectual leaders, or showcasing the latest campus innovations—our AA&D Events team crafts unforgettable experiences that make a memorable impact on our vibrant alumni and donor community. Reporting to the Deputy Director, this individual will lead the project management and execution for an event portfolio and tasks. This position operates in a fast-paced, high-volume, deadline-driven environment. In addition to Harvard donors, alumni and friends, this client-service position routinely interacts with administrators, faculty, staff, and outside vendors.

This is a time-limited role with an end date of6/30/2028.

Job-Specific Responsibilities

Event Planning and Preparation

• Serves as overall project manager on assigned events
• Manages stakeholders’ roles and responsibilities; create and manage planning timelines
• Motivates and mentors support staff assigned to events, provides open communication on expectations
• Leads event planning meetings and ensures planning team is working towards event goal and fundraising priorities
• Actively participates in meetings to develop content
• Schedules, secures, and negotiates all necessary locations and vendors (as applicable)
• Contributes to the creation of event briefings and bios
• Assists support staff with managing invitation pools and tracking of invitations and responses
• Plans the experience and ambience at events creatively and thematically
• Works on special projects as assigned

Event Production and Execution

• Manages and runs virtual events on virtual platforms (mostly Zoom)
• Oversees mailings, data management, tracking systems, event seating and staffing of events
• Works with venue and vendor selections as well as contract negotiations to ensure events are executing on-time and on-budget
• Communicates with guests by phone, in writing, and at events
• Oversees the production and distribution of all event materials (name tags, seating tags, place cards, tent cards, etc.)
• Supervision of support staff as assigned for events
• Communicates with leadership on status of events

Administrative Duties and Event Follow-Up

• Inputs and updates event data in Workfront regularly
• Conducts administrative and research duties, which may include other related responsibilities and projects as determined by supervisor
• Reports out and analyzes event data
• Serves as liaison with other members of Harvard’s development staff as needed
• Ensures the appropriate follow-up to attendees and completion of post event data uploads

Physical Requirements

Job requires standing for long periods of time and the ability to lift and carry heavy objects.

Qualifications

Basic Qualifications

• Bachelor’s degree with four or more years of experience in planning and coordinating meetings and events including virtual or transferable experience
• Must have working proficiency in Zoom, Microsoft Excel, Word and Outlook software with technological adeptness for other platforms
• Overtime required (can be significant during peak periods) including evenings and weekends
• Job requires standing for long periods of time and the ability to lift and carry heavy objects up to 25 lbs. or more.
• Some travel required
• You will be expected to work certain events/campus activities, such as reunions each Spring, and participate in department retreats that are taking place on campus in Cambridge, MA.

Additional Qualifications and Skills

• Proficiency in detail and creative problem solving
• Excellent organizational, time management, interpersonal and communication skills
• Ability to work and supervise in a group setting
• Ability to work independently, use judgment, and provide excellent client service
• Competency with full Microsoft Office suite of programs, Zoom, Workfront (preferred) and PerfectTable (preferred)
• Strong written and oral communication skills required
• Strong computer skills, including database management
• Ability to set priorities among competing tasks, multiple constituencies, and deadlines
• Able to commit to significant hours outside of regular schedule during event months, including evenings and weekends
• This position requires good judgment, discretion, confidentiality, an understanding of protocol and excellent diplomatic skills to represent the Alumni Affairs and Development constituencies in a highly professional manner

Additional Information

This is a time-limited role with an end date of6/30/2028.

• Orientation and Review Period:3 months
• Standard Hours/Schedule: 40hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 057. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• 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 resourcesSupport for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.