Events Assistant

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.

AA&D is comprised of the Faculty of Arts and Sciences (FAS) Development, Communications, Events & Donor Relations, University Development and Advancement Solutions, the Harvard Alumni Association (HAA), and AA&D Administration.

Job Description

Job Summary:

This Events Assistant will provide support for assigned events in the Alumni Affairs and Development office. The Events Assistant will work as part of a dynamic team to produce a diverse portfolio of events. Key responsibilities of the position include the creation of invitation pools, communicating with invitees, tracking replies, preparing briefings and meeting/committee materials, vendor research, producing event materials, and post event follow-up. The Events Assistant is responsible for some communications and facilitating event follow-up. Most importantly, this is a service-related role that will provide on-site event responsibilities supporting a team and will have a great deal of interaction with attendees who are primarily University alumni and donors. Teamwork, flexibility, rigorous attention to detail and organizational skills are essential in this role. This is an excellent opportunity for someone interested in exploring event management as a possible career path. This position’s responsibilities also include some administrative duties and other duties as assigned.

Job-Specific Responsibilities:

• Create and maintain FileMaker Pro (FMP) database of event invitees, the main event tracking tool. Significant amount of computer work, downloading invitation pools, creating tracking systems for each event, recording responses, creating reports that include all results, and data entry of incoming responses.
• Design and produce production materials (name tags, place cards, tent cards, attendee lists, diagrams, event signage, etc.) as well as reports as needed throughout the planning process. Includes proofing of materials for all department events.
• Coordinate all assigned event mailings (via multiple media) including save-the-date, invitation, reminder, confirmation, and post-event follow up.
• Communicate with guests via multiple methods (by phone, in writing, via email, and at events, etc.)
• Manage Perfect Table seating databases.
• Respond to event-related questions from staff, faculty, vendors, students, and guests.
• Handle various additional assignments at events as directed by event managers.
• Provide on-site service and support at all events managed by the team.
• Contribute to assigned, department-specific special projects, which could include refining or developing organizational systems, processes, and department statistical reports.
• Supports any other event and project work as needed by team.
  

Qualifications

Basic Qualifications:

• 1 or more years of office experience.
• Knowledge of PCs and specifically Microsoft Office programs (Word, Excel, and PowerPoint is essential).
• 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.
• May travel in order to staff events.
• You will be expected to work certain events, such as reunions each Spring, be in the office frequently for event production and participate in department retreats that take place on campus in Cambridge, MA.

Additional Qualifications and Skills:

• College degree or related experience in higher education preferred.
• Intermediate/advanced FileMaker Pro skills a plus.
• A willingness and comfort receiving training in systems and software like Filemaker Pro and Perfect Table.
• Excellent verbal and written communication skills, interpersonal skills, and phone/email manner.
• Ability to work well on a team, often under pressure. Ready to interact with staff, faculty, vendors, and guests professionally and with discretion, as appropriate.
• Strong grammar and proofreading skills are essential as is precise attention to detail
• Strong organizational skills.
• Ability to utilize judgement to prioritize work under multiple deadlines and deal with frequent changes that often require problem solving.

Additional Information

• 
  Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • Please submit a cover letter with your application.
  • This position requires a 3 month orientation and review period.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.