Reporting to the Director of Campus & Event Services, the Associate Director for Event Services is responsible for the management and advancement of the Event Services operation at Harvard Business School (HBS). The incumbent will collaborate with colleagues, staff, and stakeholders to build and maintain a dynamic event services operation which will support the department and the academic mission of the school.
This position will lead the Event Services team in overseeing Klarman's Hall's daily management and coordinating with staff, faculty, student groups, and external parties to plan and execute events supported by HBS Operations. Events include academic activities, alumni conferences and reunions, Commencement activities, high-profile programs, internal meetings, student speaker events, and external events, all aligning with Harvard Business School's academic mission.
The Associate Director of Event Services will help lead the school's efforts to expand its event services model. This role involves building new event support areas based on campus needs, developing implementation plans, defining team responsibilities, and adapting through pilot programs and continuous learning.
Position Description
The key responsibilities of the Associate Director of Event Services include:
Management and Advancement: Overseeing the positions of Event Manager and Event Services Coordinator, collaborating with colleagues, staff, and stakeholders to build and maintain a dynamic event services operation. Including all necessary training, ongoing guidance, and weekly meetings.
Event Coordination: Leading the Event Services team in coordinating with staff, faculty, student groups, and external parties to plan and execute events supported by HBS Operations. Events include academic activities, alumni conferences and reunions, Commencement activities, high-profile programs, internal meetings, student speaker events and external events.
One-Stop-Shop Event Management: Overseeing the direct coordination of support services for a variety of meetings, events, and conferences, including facility scheduling, room set-ups, equipment rentals, catering, security, media services, parking, day-of event operations, and other pertinent event elements for internal and external clients. Conduct on-site review of facilities with event owners, ensuring the physical environment meets the event vision. Maintain a presence during the team's assigned events as needed to ensure the planned and unplanned needs of the event owners and guests are addressed. Develop and maintain billing processes related to event services and facility use as needed. Prepare and negotiate contracts.
Facility Management: Overseeing Klarman Hall's daily management, creating a dynamic, consistent experience by applying standards and tools, addressing event stakeholders' needs, updating communication and event details via digital signage, and working with Media Services to develop best practice tools for presenters.
Guidance and Resource: Providing guidance and serving as a resource to event sponsors regarding aspects of planning to be addressed in the process of developing and executing an event.
Supervision of Contractors and Vendors: Supervising contractors, vendors, and volunteers when needed by ensuring logistic plans are executed appropriately.
Collaboration: Working collaboratively with internal and external service providers to ensure delivery of services is consistent and professional.
Policy Development: Developing and implementing campus policies and procedures that support and promote successful campus events.
Communication: Communicate campus policies and procedures that support and promote appropriate space usage and successful campus events. When applicable, communicate and ensure adherence to local and state regulations as well. Develop and maintain relevant performance metrics in relation to campus events. Coordinate with the Director of Campus & Event Services to assign events and tasks to staff and assist with the overall execution of large campus events when needed.
Innovation: Incorporating innovative technologies, best practices, and event planning processes to improve delivery of events at HBS, helping guide campus planners, and creating efficiencies across all constituents.
Customer Service: Initiating meetings with event owners to ensure planning details for upcoming events are communicated properly and implemented effectively, offering suggestions and guidance when appropriate, and providing quality customer service. Ability and willingness to work early mornings, evenings, and weekends based on campus events.
Expansion of Event Services Model: Helping lead the school's efforts to expand its event services model by building new event support areas based on campus needs, developing implementation plans, defining team responsibilities, and adapting through pilot programs and continuous learning.
This role is responsible for other duties as assigned.
Basic Qualifications
Bachelor's degree is required.
Minimum of 5 years of prior work experience in direct full-time event planning for a wide range of small and large-scale events is required.
Experience in hiring, training, and managing high performing staff is required.
Experience in leading and supervising support staff not under their direct reporting structure.
Additional Qualifications and Skills
Other Required Qualifications:
Excellent people skills and demonstrated ability to build positive relations within a team as well as with a diverse constituent base.
A demonstrated commitment to teamwork and inclusiveness.
Strong computer skills including advanced knowledge of MS Excel, Word, Power Point, Outlook; experience with campus calendaring, event management and room scheduling software is preferred.
Additional/Desired Qualifications:
The ability to multitask, meet deadlines, work independently, remain calm under pressure, communicate effectively and articulately, and diligence is essential.
Must be initiative-taking and energetic; demonstrate a high degree of judgment, problem solving and resourcefulness; have a commitment to quality and elevated expectations; and excellent customer service skills.
Ability to organize, conceptualize and prioritize objectives, and be assertive and persuasive without being aggressive.
Ability to manage multiple responsibilities and deadlines in a fast paced and demanding environment, while exercising a high degree of diplomacy, discretion and creative problem solving.
Working Conditions
Ability and willingness to work some early mornings, evenings, and weekends based on campus event assignments.
Additional Information
This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite 3 days per week and departments provide onsite coverage Monday - Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
A cover letter is required to be considered for this opportunity.
Harvard Business School will not offer visa sponsorship for this opportunity.
Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.
About Us
Founded in 1908 as part of Harvard University, Harvard Business School is located on a 40-acre campus in Boston. Its faculty of more than 250 offers full-time programs leading to the MBA and PhD degrees, as well as more than 175 Executive Education programs, and Harvard Business School Online, the School's digital learning platform. For more than a century, faculty have drawn on their research, their experience in working with organizations worldwide, and their passion for teaching, to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will go on to shape the practice of business and entrepreneurship around the globe.
Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
LinkedIn Recruiter Tag (for internal use only)
#LI-MM1
Department Office Location: USA - MA - Boston
Job Code: 329058 Facilities & Oper Manager
Job Function: Facilities, Faculty & Student Services, General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 058
Department: Operations
Union: 00 - Non Union, Exempt or Temporary
Time Status: Full-time
Pre-Employment Screening: Criminal, Identity
Commitment to Equity Diversity Inclusion and Belonging: Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
EOE Statement: 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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.
