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 University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP).
Reporting to the Deputy Director of Events, the Assistant Director, Events will serve in a two-year time-limited role. The Assistant Director is responsible for the planning, execution, and management of assigned Faculty of Arts and Sciences (FAS) events. This individual will lead the project management for virtual, in-person, and hybrid events to provide unique and engaging experiences for our donors and alumni ensuring that events are developed and implemented to advance the fundraising priorities of the FAS. They will direct, mentor, and determine event tasks for support staff assigned to their events. The Assistant Director will also coordinate and communicate with fundraisers and Senior Management on event and donor engagement strategies, and will lead and motivate the event planning teams to maintain deadlines and articulate roles and responsibilities.
Position Description
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)
Drafts and sends briefings and bios
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 platform (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
Troubleshoot for both virtual and in-person events
Communicates with leadership on status of events
Administrative Duties and Event Follow-Up
Manages event budgets in coordination with AA&D Finance team
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
Oversees coordination of travel arrangements and reimbursement for staff and speakers
Ensures the appropriate follow-up to attendees and completion of post event data uploads
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
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 to work independently, use judgment, and provide excellent client service
Competency with full Microsoft Office suite of programs, Zoom, Workfront (preferred) and PerfectTable (preferred)
Strong written and oral communication skills required
Strong computer skills, including database management
Ability to set priorities among competing tasks, multiple constituencies, and deadlines
Able to commit to significant hours outside of regular schedule during event months, including evenings and weekends
This position requires good judgment, discretion, confidentiality, an understanding of protocol and excellent diplomatic skills to represent the Alumni Affairs and Development constituencies in a highly professional manner
Additional Information
This position requires a 3 month orientation and review period.
Please include a cover letter with your application.
To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/.
Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.
COVID 19 Vaccination Information: The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.
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-JP1
Department Office Location: USA - MA - Cambridge
Job Code: 358057 Admin Pro/Indiv Contrib
Job Function: Alumni Affairs and Development, General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 057
Department: Alumni Affairs and Development
Union: 00 - Non Union, Exempt or Temporary
Time Status: Full-time
Pre-Employment Screening: Education, 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.
