Assist with event announcements and invitations including preparation of guest lists and RSVP tracking.
Maintain event contacts in Cvent and Salesforces databases: update contacts and concert series subscriptions, input guest lists, and track attendance. Create and manage events through the Cvent database, while working with other departments to stay on schedule for event announcements and preparation leading to the event date.
Prepare and send accommodation confirmations for incoming scholarly guests; field related inquiries regarding availability, send internal communications to staff regarding accommodation schedules, submit monthly financial reports to the Finance Department.
Track departmental budget expenses; process department visa statements.
Assist with concert series by processing and managing subscriptions requests, send confirmation card for paid subscriptions, and prepare subscription packets for mailing.
Handle email correspondence for Events, Concerts, and Accommodations; exercising the utmost professionalism in communication.
Provide back-up to Events Manager for additions and changes to the Dumbarton Oaks master calendar. Work at events to assist with registration, event set-up and general event flow.
Assist with onsite event set-up and general event flow through duration of event.
Under the supervision of the Events Manager, oversee and manage event supplies inventory; make recommendations for replacements of old/non-functioning equipment, place orders for disposable items (plates, cups, utensils), water for speakers, etc.
Other duties as assigned.
The Events Assistant provides support to the Events Manager in the planning and execution of institutional events. This includes: cross-departmental collaboration, coordinating with vendors (caterers, staffing companies, event supply companies), staffing events, processing invoices, and other event-related and administrative duties.
Ability to work some nights and weekends.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Two years of events experience.
Proficiency with Microsoft Office 365.
Knowledge of Cvent and Salesforce a plus.
Excellent communication skills and writing abilities.
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.
About Harvard University Faculty of Arts and Sciences
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. T...he 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.