Events and Programming Assistant

$55,806 - $87,169/Yr

Aub Faculty Of Arts And Sciences - Cambridge, MA

Full-time - Entry Level

Remote - Cambridge, MA

About the position

The Women and Public Policy Program (WAPPP) at Harvard Kennedy School is dedicated to advancing women and gender equity through knowledge creation, leadership training, and informing public policy and organizational practices. The Events and Programming Assistant will play a crucial role in supporting the program's initiatives over a 6-month term. Reporting to the Executive Director and the Director of Research and Programs, this position involves a variety of responsibilities focused on event support, student assistance, and fellowship coordination. The assistant will be integral in ensuring the smooth execution of events, both virtual and in-person, while also providing administrative support to the WAPPP community. In terms of programmatic support, the assistant will coordinate WAPPP's weekly seminar series, which includes liaising with speakers and faculty, setting up Zoom webinars, drafting talking points, and serving as the main point of contact on the day of the seminar. Additionally, the assistant will support other WAPPP events throughout the semester by managing catering requests, reserving rooms, drafting invitations, and staffing the events. Travel arrangements for speakers and visitors will also be part of the role, along with close collaboration with the Director of Research and Programs to address any other event and programming needs. The assistant will also provide student support by guiding students through their Harvard experience, including course selection, internship opportunities, and student-run conferences. This includes coordinating the student funding process for winter internships and co-sponsored events, as well as organizing logistics for these events. The assistant will work closely with the Director of Research and Programs and the Executive Director to meet the needs of students and student groups. Fellowship support is another key aspect of this role, where the assistant will manage the fellows' portfolio, including organizing orientation and welcome events, preparing office spaces, hosting monthly coffee chats, and connecting fellows with faculty and projects. The assistant will also schedule orientations and ongoing seminar meetings for fellows, while taking on critical project work and assisting with special projects in support of WAPPP's mission as needed.

Responsibilities

• Coordinate WAPPP's weekly seminar series, including liaising with speakers and faculty, setting up Zoom webinars, drafting talking points, and being the main point of contact on the day of the seminar.
• Support with other WAPPP events that occur throughout the semester, including setting up catering requests, reserving rooms, drafting invitations and event briefings, sharing outreach materials with the communications team, and staffing the events.
• Book travel and accommodations for speakers and visitors as needed.
• Work closely with the Director of Research and Programs to assist with any other events and programming needs.
• Guide students in navigating their Harvard experience, including course shopping, internship opportunities, and student-run conferences.
• Coordinate student funding process for winter internships, co-sponsorship of student events.
• Collaborate with Director of Research and Programs and Executive Director to meet and support students and student groups.
• Organize logistics of co-sponsored student events.
• Allocate student funding in consultation with WAPPP's Financial Associate and in coordination with the review committee.
• Support fellows' portfolio for both residential and non-residential fellows, including organizing orientation and welcome events, preparing and designating office space, hosting monthly coffee chats with Co-director and fellows, connecting fellows with faculty and projects, and coordinating visits with non-residential fellows and office setup while they are on campus.
• Schedule orientations and ongoing seminar presentation meetings for fellows.
• As a core member of the WAPPP team, take on critical project work and assist on special projects in support of the mission as needed.

Requirements

• 2 years of experience in increasingly responsible programming and administrative positions.
• Diligent with strong attention to detail and ability to work autonomously and as part of a team.
• Demonstrated intermediate skill with Microsoft Office Suite, including Excel, Word, and PowerPoint, and Zoom required.
• Ability to multi-task and prioritize in a fast-paced environment under strict deadlines with minimal supervision.
• Ability to synthesize information, problem-solve, and troubleshoot.
• Ability to handle complex and confidential information with discretion.
• Excellent interpersonal and written communication skills are essential.

Nice-to-haves

• Academic or professional experience that is mission aligned is preferred.
• Experience running events and programming strongly preferred.
• Prior knowledge of Harvard systems and data management is desired.
• Bachelor's degree not required, but a plus.

Benefits

• Paid Time Off: 3-4 weeks of accrued vacation time per year, 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year, and up to 12 weeks of paid leave for new parents who are primary caregivers.
• Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits.
• 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.
• 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.
• Competitive tuition assistance 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.
• Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes, and pre-tax transit passes.