Associate, Experiential Marketing and Events

HarbourVest Partners (Singapore); Boston (MA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

HarbourVest Partners in Boston is seeking an Associate, Experiential Marketing and Events to plan and deliver HarbourVest's global event portfolio. The role requires independence, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

You will coordinate planning through post-event follow-up, support venue research, event tech, client gifting, sponsorship store operations, and onsite execution across in-person, virtual, and hybrid programs.

Qualifications

• Bachelor's degree in marketing, communications, hospitality, event management, or a related field.
• 3-5 years of experience in corporate events, hospitality, marketing, conferences, or client-facing programs. Financial Services background preferred.
• Experience coordinating events from planning through follow-up and independently managing assigned programs or workstreams.
• Familiarity with Cvent or a similar event management platform.
• Experience working with venues, vendors, contracts, budgets, and event logistics.
• Proficiency in Microsoft Office, particularly Outlook, Excel, PowerPoint, and

Responsibilities

• Plan and deliver select events and manage assigned workstreams within larger in-person, virtual, and hybrid programs.
• Coordinate registration, attendee communications, transportation, accommodations, event materials, gifting, and onsite logistics.
• Coordinate directly with internal partners, venues, hotels, production teams, transportation providers, caterers, and other vendors for assigned programs.
• Coordinate onsite execution for assigned programs, anticipate needs, resolve issues, and advance decisions when appropriate.

Skills

Event planning

Vendor coordination

Budgets

MS Office

Cvent

Communication

Education

Bachelor's degree in marketing, communications, hospitality, event management, or related field

Tools

Cvent

MS Office

Job description

Job Description Summary

For over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.

In our collegial environment that's marked by low turnover and high energy, you'll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.

We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.

HarbourVest is an equal opportunity employer.

This position will be a hybrid work arrangement. You will receive 18 remote workdays per quarter to use at your discretion, subject to manager approval. For example, you may choose to work in the office 4 days per week and take one remote day weekly (typically 13 weeks per quarter), leaving 5 additional remote days to be used as needed.

The Associate, Experiential Marketing and Events supports the planning and delivery of HarbourVest's global event portfolio, including client events, internal programs, networking events, leadership dinners, annual meetings, GP events, and regional programs. The role is designed for an independent, detail-oriented professional who works quickly, takes ownership, and can manage multiple priorities in a fast-paced environment.

The Associate coordinates assigned programs and workstreams from planning through post-event follow-up, with responsibility tailored to the scope of each event. The role also supports venue research, event technology, client gifting, sponsorship store operations, vendor coordination, and onsite execution.

Key Responsibilities

Event Planning and Execution

• Manage planning and delivery for select events and assigned workstreams within larger in-person, virtual, and hybrid programs, aligning objectives, timelines, and execution with internal partners.
• Coordinate registration, attendee communications, transportation, accommodations, event materials, gifting, and onsite logistics.
• Coordinate directly with internal partners, venues, hotels, production teams, transportation providers, caterers, and other vendors for assigned programs.
• Coordinate onsite execution for assigned programs, anticipate needs, resolve issues, and advance decisions when appropriate.

Venue and Event Research

• Research venues, hotels, restaurants, event destinations, activities, and experiential concepts.
• Request proposals, compare pricing and capabilities, conduct initial outreach, and prepare concise recommendations.
• Maintain organized venue, vendor, and destination research for future programs.
• Identify new ideas that improve attendee experience, efficiency, or value.

Client Gifting and Sponsorship Store

• Manage client gifting requests, including product research, ordering, inventory, fulfillment, shipment tracking, and issue resolution.
• Be responsible for day-to-day operations of the sponsorship and client gifting store, keeping products, inventory, records, and fulfillment processes current.
• Coordinate with vendors and internal partners to deliver gifts and sponsorship materials on time and within budget.
• Monitor inventory levels and recommend replenishment, consolidation, or new product options.

Cvent and Event Technology

• Support Cvent event builds, registration sites, invitations, attendee management, reporting, surveys, and event communications.
• Maintain clean attendee data and follow established registration standards and templates.
• Build working knowledge of Cvent capabilities and apply platform standard methodologies.
• Assist with event reporting, metrics, and post-event insights.

Event Operations and Team Support

• Maintain event plans, timelines, budgets, and status updates for assigned programs, including invoices, contracts, purchase orders, and vendor documentation.
• Prepare attendee lists, briefing materials, logistics documents, run-of-show materials, and event recaps.
• Maintain event inventory, supplies, storage areas, templates, and operating resources.
• Provide flexible support across the team based on changing event and business priorities.

Qualifications

• Bachelor's degree in marketing, communications, hospitality, event management, or a related field.
• 3-5 years of experience in corporate events, hospitality, marketing, conferences, or client-facing programs. Financial Services background preferred.
• Experience coordinating events from planning through follow-up and independently managing assigned programs or workstreams.
• Familiarity with Cvent or a similar event management platform.
• Experience working with venues, vendors, contracts, budgets, and event logistics.
• Proficiency in Microsoft Office, particularly Outlook, Excel, PowerPoint, and