Assist with the coordinating of logistics for Music at Dumbarton Oaks concerts, including scheduling, renting of equipment, instrument tuning,; process and manage subscription and ticket sales for concerts; and prepare subscription packets for annual mailing.
Prepare and send accommodation confirmations for incoming scholarly guests; request access badges and prepare accommodation packets for guests; maintain accommodations calendar and field inquiries; send internal communications to staff regarding accommodation schedules; and submit monthly accommodations financial reports to the Finance department.
Create and manage events through the events database, while working with other departments to stay on schedule for event announcements and preparation leading to the event date. Assist with building and sending event announcements, reminders, and invitations, including preparation of guest lists and RSVP tracking. Work closely with Communications team to organize social media and website announcements with announcements of events.
Support event planning by arranging for catering, preparing badges and place cards, and updating the shared event schedule with event details such as venue set-up and AV checks.
Track departmental budget expenses; process department visa statements, check requests and process invoices.
Handle email correspondence for the Events and Concerts email and phone accounts, exercising the utmost professionalism in communication.
Maintain guest lists in Salesforce databases: update event contacts and concert series subscribers, input guest lists, and track attendance.
Provide back-up to Events Manager for additions and changes to the Dumbarton Oaks master calendar.
Work at events to assist with registration, onsite event set-up and general event flow.
Other duties as assigned.
Looking for a highly organized and detail-oriented individual to provide 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.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
Minimum two years of event experience.
Experience working with a CMS database
Knowledge of Salesforce preferred.
Excellent communication skills and writing abilities.
Proficiency with Microsoft Office 365
Proven ability to multi-task and prioritize while meeting a deadline.
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.
Internal Number: 49416BR
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. 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.