The Events Coordinator will support HKS, Dean's Office and academic events, with specific emphasis on named lectures of the School, as well as events for the Office of the Dean and the Office of Alumni Relations and Resource Development (ARRD). This position supports engagement of faculty, staff, students, alumni and friends with the Harvard Kennedy School.
1. Provides support to the Managing Director of Strategic Engagement and Financial Management who sets the strategy for all events. 2. Supports planning and logistics for select School-wide and academic events, as well as events sponsored by the Dean's Office and ARRD, in particular events led by the Associate Director of Engagement and Events 3. Works closely with Managing Director of Strategic Engagement and Financial Management on the endowed lectures ARRD facilitates. This includes tracking speaker nominations, drafting invitations, and liaising with academic offices, the Dean's office, and invited speaker's offices as needed. 4. As the events coordinator, tracks event attendance; serves as the first point of contact for participants; develops timelines and cost estimates; coordinates production of invitations and other electronic or printed materials; manages event logistics and program; secures proposals and estimates from and works with vendors; and provides post event reporting, analysis and debriefs. 5. Works with colleagues on the ARRD Communications team to create communications and event collateral. 6. Drafts briefings for events. Provides event flow outlines for briefings. Works collaboratively with the Office of Communications and Public Affairs, the Dean's Office, the Institute of Politics Forum staff and other HKS departments to ensure that efforts related to specific events are coordinated and collaborative. 7. Creates online events registration, creating and maintaining websites using approved University event software. Creates marketing emails related to events using a variety of tools. Develops invitation pools utilizing the Advance database and other data sources from across the school. Tracks event attendance for all assigned events and manages reporting of attendance in Advance database post-event. 8. Conducts post-event debriefs with key stakeholders, formulates recommendations for future activities and maintains planning files and notes for year to year tracking. 9. Tracks all event budgets, provides cost-analysis and forecasting information as requested by senior staff. 10. Staffs all assigned events and recruits additional staff to volunteer as appropriate, and as defined by key stakeholders and the Managing Director of Strategic Engagement and Financial Management. 11. The above covers the most significant responsibilities of this position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
We regret that the Harvard Kennedy School does not provide Visa Sponsorship. Harvard University requires pre-employment references and background checks. Harvard University is committed to supporting a healthy, sustainable learning and working environment.
This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager. In addition this position requires work nights and weekends and travel as needed for events.
The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard's Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's
3 years of experience in event planning and program management or donor and alumni engagement activities or comparable experience. Must have a proven track record managing complex events.
Knowledge of academic communities and interest in current public policy issues preferred. Proven ability to work across functional areas, dynamic teams and contracted vendors. Strong knowledge of MS office suite, experience with web and email technology, experience using databases, ability to learn new technology quickly. Strong written and oral communication skills. Willingness to work nights and weekends and travel as needed is required.
Key competencies: Action oriented, dealing with ambiguity, creativity, interpersonal savvy, organizing, priority setting, drive for results, planning, perseverance, composure, informing, technical learning, peer relationships, problem solving, learning on the fly, comfort around higher management. An interest in development and alumni relations is desirable.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.