Events Coordinator

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 65,000 - 70,000; Full time

Benefits offered by this job

Medical coverage

Tuition assistance

Commuter benefits

Job summary

Harvard University’s Mittal Institute in Cambridge, MA, is seeking an Event Coordinator to plan, coordinate, and execute a wide range of events, including lectures, workshops, and public programming.

The role reports to the Assistant Director for Programs and collaborates with faculty, staff, students, fellows, and external partners to create engaging events that reflect the Institute’s mission and high standards.

Qualifications

• At least 3 years of professional experience in event coordination/logistics in an academic or higher education setting.
• Bachelor’s degree preferred.
• Experience with Harvard administrative processes, policies, and event procedures preferred.
• Excellent organizational, time management, and multitasking skills with attention to detail.

Responsibilities

• Coordinate end-to-end logistics for Institute events, including timelines, spaces, vendors, AV, catering, and transport.
• Coordinate event communications with invitations, RSVP tracking, and registrations.
• Serve as primary contact for participants, speakers, guests, and vendors.
• Provide on-site event support including check-in and troubleshooting.
• Assist with virtual and hybrid events and platform setup (e.g., Zoom).
• Maintain event databases, calendars, and documentation.

Skills

Organizational skills

Communication skills

Event coordination

Team collaboration

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Zoom

Event management systems

Job description

Company Description

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

Job Description

Job Summary:

About the Mittal Institute

The Mittal Institute at Harvard University is a global researchcenter dedicated to advancing interdisciplinary scholarship andfostering real-world solutions to pressing global challenges. TheInstitute works with faculty members, students, and in-regioninstitutions and experts to advance and deepen the understanding ofcritical issues shaping South Asia and its global impact. Throughacademic programs, fellowships, public events, and collaborativepartnerships, the Institute brings together diverse communities topromote knowledge, dialogue, and actionable impact.

Position Summary

The Event Coordinator will play a key role in supporting theplanning, coordination and execution, of a wide range of Instituteevents, including lectures, symposia, workshops, fellowshipactivities, seminars, community gatherings, and public programming.This position ensures that all events are delivered professionally,efficiently, and in alignment with the Institute’s mission and highstandards. The Event Coordinator reports to the Assistant Directorfor Programs and works closely with faculty, staff, students,fellows, and external partners to create engaging, inclusive, andimpactful event experiences. The tasks encompassed in this positionare broad and varied. They include, but are not limited to:

Job-Specific Responsibilities

Event Coordination

• Coordinate end-to-end logistics for Institute events, includingplanning timelines, reserving event spaces, managing vendors,arranging audiovisual support, coordinating catering andtransportation, and ensuring effective hospitality and post-eventfollow-up.
• Coordinate event communications in collaboration with theCommunications team, including invitations, RSVP and registrationtracking, event website listings, confirmations, reminders, andpost-event follow-up.
• Serve as a primary point of contact for event participants,speakers, guests, and vendors, providing professional support andclear communication before, during, and after events.
• Occasionally, may work with the Executive Director and seniorleadership on the coordination of the non-public events for friendsand supporters of the Mittal Institute.
• Provide on-site event support, including check-in,troubleshooting, and coordination with staff and vendors.
• Coordinate room layouts and space setups in compliance withHarvard and Institute policies.
• Assist with virtual and hybrid events, including platform setup(e.g., Zoom), registration management, and audiovisualcoordination.
• Maintain and update event databases, calendars, anddocumentation.
• Prepare event budgets, track expenses, and assist withfinancial reconciliation.
• Support administrative processes related to events, includingpurchase requests, contracts, and reimbursements.

Student Support

• Coordinate the Graduate Student Associate Program for graduatestudents affiliated with MI, managing application and renewalprocesses, and organizing related program events.
• Support the student organizations associated with the MittalInstitute.
• Support the Seed for Change Prize by coordinating facultyreview committees and serving as a primary point of contact forapplicants.
• Assist with the biannual student grant cycles and serve asbackup as needed.

This is a full-time, hybrid position based in Cambridge, MA.Must be on campus for event set-up and on-site support. Additionalinformation regarding flexible work arrangements will be providedduring the interview process.

Flexibility to work on occasional evenings and weekends asrequired by event schedules.

Qualifications

Basic Qualifications

At least 3 years of professional experience in event coordination,logistics management, or related roles in an academic or highereducation setting

Additional Qualifications and Skills

• Bachelor’s degree preferred.
• Experience supporting academic, research, or public programmingin a higher education or nonprofit environment preferred.
• Familiarity with Harvard administrative processes, policies,and event procedures preferred.
• Excellent organizational, time management, and multitaskingskills, with strong attention to detail and the ability to managemultiple priorities simultaneously.
• Strong written and verbal communication skills, with theability to interact professionally with faculty, students, staff,and external partners.
• Demonstrated ability to coordinate logistics, manage timelines,and support events from planning through execution and post-eventfollow-up.
• Proficiency with technology and office software, includingMicrosoft Office Suite (Outlook, Word, Excel, PowerPoint), virtualevent platforms (e.g., Zoom), and database or event managementsystems.
• Ability to quickly learn and navigate institutional systems andevent management tools.
• Collaborative team player with the ability to work effectivelyacross departments and with diverse stakeholders.
• Strong problem-solving skills and the ability to adapt infast-paced event environments.
• Commitment to fostering inclusive and welcoming environmentsfor diverse communities.
• Flexibility to work on occasional evenings and weekends asrequired by event schedules.

Additional Information

• Appointment End Date: 2 Years from start date with thepossibility of renewal
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate: $65,000 - $70,000
• Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

This is a benefits-eligible, two-year term appointment, with thepossibility of renewal based on performance and organizationalneeds

Work Format Details

This position has been determined by school or unit leaders thatsome of the duties and responsibilities can be effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard orHarvard-designated location, employees in hybrid positions mustwork in a Harvard registered state in compliance with theUniversity’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 priorto employment.

Salary Grade and Ranges

This position is salary grade level 054. 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 tosupport a healthy work-life balance and your physical, mental andfinancial wellbeing. Because here, you are what matters. Ourbenefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage startingon day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuitionassistance and reimbursement
• Commuter benefits, discounts and campus perks

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

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talentfrom all parts of society and the world, and we strive to ensureeveryone at Harvard thrives. Our differences help our communityadvance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on thebasis of race, ethnicity, color, national origin, sex, sexualorientation, gender identity, veteran status, religion, disability,or any other characteristic protected by law or identified in theuniversity's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.