Assistant Director, Events

Alumni Affairs And Development - Cambridge, MA

Full-time - Mid Level

Hybrid - Cambridge, MA

About the position

The Assistant Director, Events at Harvard University Alumni Affairs and Development (AA&D) is responsible for the planning, execution, and management of events for the Faculty of Arts and Sciences (FAS). This role involves leading project management for virtual, in-person, and hybrid events, ensuring they align with fundraising priorities and provide engaging experiences for donors and alumni. The Assistant Director will mentor support staff, coordinate with fundraisers and senior management, and oversee all aspects of event production and follow-up.

Responsibilities

• Serve as overall project manager on assigned events
• Manage stakeholders' roles and responsibilities; create and manage planning timelines
• Motivate and mentor support staff assigned to events, providing open communication on expectations
• Lead event planning meetings and ensure the planning team is working towards event goals and fundraising priorities
• Participate in meetings to develop content
• Schedule, secure, and negotiate all necessary locations and vendors
• Draft and send briefings and bios
• Plan the experience and ambience at events creatively and thematically
• Manage and run virtual events on platforms like Zoom
• Oversee mailings, data management, tracking systems, event seating and staffing
• Work with venue and vendor selections as well as contract negotiations
• Communicate with guests by phone, in writing, and at events
• Oversee the production and distribution of all event materials
• Supervise support staff as assigned
• Troubleshoot for both virtual and in-person events
• Communicate with leadership on the status of events
• Manage event budgets in coordination with AA&D Finance team
• Input and update event data in Workfront regularly
• Conduct administrative and research duties as determined by supervisor
• Report out and analyze event data
• Serve as liaison with other members of Harvard's development staff
• Oversee coordination of travel arrangements and reimbursement for staff and speakers
• Ensure appropriate follow-up to attendees and completion of post-event data uploads

Requirements

• Bachelor's degree with four or more years of experience in planning and coordinating meetings and events
• Working proficiency in Zoom, Microsoft Excel, Word, and Outlook
• Ability to stand for long periods and lift/carry heavy objects up to 25 lbs
• Ability to commit to significant overtime during peak periods, including evenings and weekends
• Some travel required

Nice-to-haves

• 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 and provide excellent client service
• Competency with full Microsoft Office suite, Zoom, Workfront, and PerfectTable
• Strong written and oral communication skills
• Strong computer skills, including database management
• Ability to set priorities among competing tasks and deadlines

Benefits

• 3-4 weeks of accrued vacation time per year
• 12 accrued sick days per year
• 12.5 holidays plus a Winter Recess
• 3 personal days per year
• Up to 12 weeks of paid leave for new parents
• Comprehensive medical, dental, and vision benefits
• Disability and life insurance programs
• Child and elder/adult care resources
• Employee Assistance Program
• Wellness programs related to stress management and nutrition
• University-funded retirement plan with contributions from 5% to 15%
• Tuition Assistance Program
• Tuition Reimbursement Program
• Professional Development programs and classes
• Various commuter options including discounted parking and public transportation passes
• Access to Harvard athletic and fitness facilities, libraries, and campus events