Assistant Director, Events Job at Harvard University
Job Summary
Positions Overview
This full-time exempt position is responsible for the planning, execution, and management of assigned University Development Office and Faculty of Arts and Sciences events. This individual will lead the project management for virtual, in-person, and hybrid events to provide unique and engaging experiences for our donors and alumni ensuring that events are developed and implemented to advance the fundraising priorities of the University. They will direct, mentor, and determine event tasks for support staff assigned to their events. The Assistant Director will also coordinate and communicate with fundraisers and Senior Management on event and donor engagement strategies, and will lead and motivate the event planning teams to maintain deadlines and articulate roles and responsibilities. This position operates in a fast-paced, high-volume, deadline-driven environment. In addition to Harvard alumni, donors and friends, this client-service position routinely interacts with administrators, faculty, staff, and outside vendors.
This full-time exempt position is responsible for the planning, execution, and management of assigned University Development Office and Faculty of Arts and Sciences events. This individual will lead the project management for virtual, in-person, and hybrid events to provide unique and engaging experiences for our donors and alumni ensuring that events are developed and implemented to advance the fundraising priorities of the University. They will direct, mentor, and determine event tasks for support staff assigned to their events. The Assistant Director will also coordinate and communicate with fundraisers and Senior Management on event and donor engagement strategies, and will lead and motivate the event planning teams to maintain deadlines and articulate roles and responsibilities. This position operates in a fast-paced, high-volume, deadline-driven environment. In addition to Harvard alumni, donors and friends, this client-service position routinely interacts with administrators, faculty, staff, and outside vendors.
Position Description
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)
- Drafts and sends 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
- Manages and runs virtual events on virtual platform (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
- 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
- Troubleshoot for both virtual and in-person events
- Communicates with leadership on status of events
- Manages event budgets in coordination with AA&D Finance team
- 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
- Oversees coordination of travel arrangements and reimbursement for staff and speakers
- Ensures the appropriate follow-up to attendees and completion of post event data uploads
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
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
Additional Information
THIS IS A WAIVED POSITION.
Benefits
We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:
- Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
- Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
- Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Job Function
Alumni Affairs and Development, General Administration
Department Office Location
USA - MA - Cambridge
Job Code
358057 Admin Pro/Indiv Contrib
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
-
Time Status
Full-time
Salary Grade
057
Union
00 - Non Union, Exempt or Temporary
Pre-Employment Screening
Not Applicable
Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.
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