The Events Coordinator will support Harvard Kennedy School events, with specific emphasis on named lectures of the School, as well as events for the Dean's Office and Alumni Relations and Resource Development (ARRD).
Position responsibilities include, but are not limited to:
Provides support to the Senior Director of Engagement and Strategic Projects who sets the strategy for all events.
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 Assistant Director of Engagement.
Works closely with the Senior Director of Engagement and Strategic Projects on the endowed lectures facilitated by ARRD. This includes tracking speaker nominations, drafting invitations, and liaising with academic offices, the Dean's office and invited speaker's offices as needed.
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.
Works with colleagues on the ARRD Communications team to create communications and event collateral.
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.
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.
Conducts post-event debriefs with key stakeholders, formulates recommendations for future activities and maintains planning files and notes for year-to-year tracking.
Tracks all event budgets, provides cost-analysis and forecasting information as requested by senior staff.
Staffs all assigned events and recruits additional staff to volunteer as appropriate, and as defined by key stakeholders and the Senior Director of Engagement and Strategic Projects.
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.
Ability to work nights and weekends and travel as needed is required.
Physical demand and work environment:Primary work takes place in an office environment. Some tasks may require being on campus or in other off site locations for a period of time and some lifting of boxes or light equipment is required. Sitting or standing for periods of time. Some repetitive motion.
Harvard University requires pre-employment reference and background checks. Harvard University is committed to supporting a healthy, sustainable learning and working environment.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Three years of experience with planning and coordinating events, program management, 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.
Additional requirements: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.
Internal Number: 50135BR
About Harvard University Kennedy School
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.