Operations Coordinator, Harvard Innovation Labs

Job Summary: The Operations Coordinator is responsible for managing key elements of the daily operations of the Harvard Innovation Labs (HIL), with a primary focus on event planning and management, operational systems, facilities coordination, and community engagement. This role independently manages a diverse portfolio of events and operational initiatives while partnering closely with the Assistant Director, Events & Operations and the Senior Manager, Operations to ensure a high-quality experience for students, alumni, faculty, staff, and external partners. Working collaboratively across the Harvard Innovation Labs ecosystem, the Coordinator serves as a primary operational partner for HIL, university departments, vendors, and community stakeholders. The role requires strong judgment, exceptional organizational skills, and the ability to balance multiple priorities while identifying opportunities to improve processes, strengthen operational systems, and enhance the overall participant experience. In addition to executing complex day-to-day operations, the Coordinator contributes to the continuous improvement of team practices, documentation, and workflows that support the long-term success and scalability of the Operations teams’ work across the i-lab. The Coordinator reports to the Assistant Director, Events & Operations. Please see innovationlabs.harvard.edu for more information about the Harvard Innovation Labs. Job-Specific Responsibilities: Event Planning & Management Leads the operational execution of a diverse portfolio of events, ensuring operational excellence while balancing multiple priorities and stakeholder needs. • Independently manages the operational and logistical needs of events , from planning through execution and post-event evaluation • Partners with program leads and the Assistant Director to translate program goals into operational plans for new or evolving events, while independently executing established programs. • Develops event timelines, operational plans, and staffing strategies for assigned events, including workshops, community events, VIP meetings, and signature programs. • Coordinates cross-functional logistics including facilities, catering, AV, security, registration, parking, and vendors. • Serves as the operational lead for event execution, proactively resolving issues and ensuring a high-quality participant experience by directly leading event operations or delegating responsibilities to event staff while maintaining overall accountability for successful execution. Operational Systems & Process Improvement Maintains and improves operational systems that support efficient event planning, facilities management, team collaboration, and consistent execution across the areas of work of the Operations team. • Develops documentation, templates, and standard operating procedures that improve consistency and scalability. • Identifies opportunities to improve workflows and recommends process enhancements. • Maintains accurate event records, project documentation, and operational reporting. • Supports implementation and adoption of new operational tools and processes. Vendor & Stakeholder Management Builds and maintains productive working relationships with vendors, university departments, faculty, speakers, community partners, and internal stakeholders to ensure successful event delivery. • Serves as the primary operational contact for assigned vendors and event partners. • Coordinates logistics across multiple stakeholders while balancing competing priorities and timelines. • Recommends vendors and operational solutions that support the i-lab's goals. • Ensures a high level of customer service for speakers, guests, partners, and anyone who visits the i-lab. Financial & Resource Manage