Diplomatic Events & Protocol Administrator

Harvard Central Administration (CADM) Talent Acquisition; Cambridge (MA); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Retirement plan

Commuter benefits

Tuition assistance

Job summary

Harvard University Central Administration is seeking an experienced administrator to manage the day-to-day operations of the Marshal’s Office. This role focuses on budget, visitor coordination, and liaison work across campus to support high-profile events including Commencement.

The Assistant University Marshal will lead the Program Manager, supervise staff, and ensure confidentiality and tact in all interactions with international dignitaries, campus partners, and leadership.

Qualifications

• Bachelor’s degree required.
• Minimum of five years of related experience.
• Experience supervising staff and/or managing teams or complex projects.

Responsibilities

• Manage the day-to-day operations of the office, including finance, purchasing, space, and basic IT coordination.
• Prepare, track, and report on the department budget and all financial transactions for the main office and Commencement. Oversee office records, databases, and other compliance requirements, and serve as primary liaison with Central Administration offices and the University Archives.
• Hire, train, and supervise the Program Manager; provide guidance and support for the Program Manager’s work overseeing delegate, gift, and flag services and visit records/correspondence.
• Oversee visitor coordination for the Marshal’s Office. Develop and maintain systems and tools to track invitations, visit requests, and related correspondence across the University, ensuring timely follow-up and clear communication with campus partners.
• Collaborate with colleagues across the University, including schools, centers, departments, student organizations, Harvard University Police, Harvard Public Affairs and Communications, and other partners to plan and carry out high-profile visits and events.
• Advise faculty, departments, centers and institutes, and student groups on visit planning, protocol, and etiquette to ensure alignment with university protocol and guidelines. Provide guidance on matters such as seating, gift exchanges, forms of address, hosting etiquette, and cultural norms, helping campus partners navigate complex or sensitive situations with diplomacy and tact.
• Develop and maintain clear protocol tools and resources (e.g., written guides, checklists, templates, and online materials) for campus partners.
• Oversee communications for the Marshal’s Office, including digital content, website materials, emails, and print documents that explain and promote the office’s services. Write and edit briefing memos and background materials for the University Marshal and, as needed, for the President and other University leaders who are hosting visitors.
• Represent the University Marshal and the Associate Marshal in the Marshal’s absence, ensuring continuity of information, timely and well-informed decision making, and effective communication and engagement with external partners.
• Serve as a senior staff member for major University events, including Commencement and presidential inaugurations, working directly with the University Marshal and Commencement Director on assigned aspects of planning and execution.
• Lead or support other special projects, such as office moves, retreats, process improvements, and new initiatives, as assigned.

Skills

Leadership

Budget management

Diplomacy

Communication

Confidentiality

International experience

Event coordination

Education

Bachelor’s degree

Advanced degree preferred

Job description

Harvard University Central Administration is seeking an experienced administrator to manage the day-to-day operations of the Marshal’s Office. This role focuses on budget, visitor coordination, and liaison work across campus to support high-profile events including Commencement.

The Assistant University Marshal will lead the Program Manager, supervise staff, and ensure confidentiality and tact in all interactions with international dignitaries, campus partners, and leadership.