Assistant Director, Events (Time-Limited)

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About the role

Whether it’s the buzz of coordinating world-renowned Commencement and Reunion celebrations, hosting exclusive gatherings with Harvard’s intellectual leaders, or showcasing the latest campus innovations—our AA&D Events team crafts unforgettable experiences that make a memorable impact on our vibrant alumni and donor community. Reporting to the Deputy Director, this individual will lead the project management and execution for an event portfolio and tasks. This position operates in a fast-paced, high-volume, deadline-driven environment. In addition to Harvard donors, alumni and friends, this client-service position routinely interacts with administrators, faculty, staff, and outside vendors.  This is a time-limited role with an end date of 6/30/2028. Job-Specific Responsibilities: Event Planning and Preparation  • Serves as overall project manager on assigned events • Manages stakeholders’ roles and responsibilities; create and manage planning timelines  • Motivates and mentors support staff assigned to events, provides open communication on expectations  • Leads event planning meetings and ensures planning team is working towards event goal and fundraising priorities  • Actively participates in meetings to develop content  • Schedules, secures, and negotiates all necessary locations and vendors (as applicable) • Contributes to the creation of event briefings and bios • Assists support staff with managing invitation pools and tracking of invitations and responses • Plans the experience and ambience at events creatively and thematically • Works on special projects as assigned Event Production and Execution • Manages and runs virtual events on virtual platforms (mostly Zoom) • Oversees mailings, data management, tracking systems, event seating and staffing of events • Works with venue and vendor selections as well as contract negotiations to ensure events are executing on-time and on-budget • Communicates with guests by phone, in writing, and at events • Oversees the production and distribution of all event materials (name tags, seating tags, place cards, tent cards, etc.) • Supervision of support staff as assigned for events • Communicates with leadership on status of events  Administrative Duties and Event Follow-Up • Inputs and updates event data in Workfront regularly   • Conducts administrative and research duties, which may include other related responsibilities and projects as determined by supervisor • Reports out and analyzes event data • Serves as liaison with other members of Harvard’s development staff as needed • Ensures the appropriate follow-up to attendees and completion of post event data uploads  Physical Requirements:  Job requires standing for long periods of time and the ability to lift and carry heavy objects.     Basic Qualifications: • Bachelor’s degree with four or more years of experience in planning and coordinating meetings and events including virtual or transferable experience   • Must have working proficiency in Zoom, Microsoft Excel, Word and Outlook software with technological adeptness for other platforms   • 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 up to 25 lbs. or more.    • Some travel required  • You will be expected to work certain events/campus activities, such as reunions each Spring, and participate in department retreats that are taking place on campus in Cambridge, MA. Additional Qualifications and Skills: • Proficiency in detail and creative problem solving   • Excellent organizational, time management, interpersonal and communication skills   • Ability to work and supervise in a group setting   • Ability t

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