Events Assistant

About the role

The Events Assistant will provide support for assigned events in the Alumni Affairs and Development office, working as part of a dynamic team to produce a diverse portfolio of events. This is a service-related role that involves on-site event responsibilities, significant interaction with attendees who are primarily University alumni and donors, and is an excellent opportunity for someone interested in exploring event management as a possible career path. The position also includes some administrative duties and other duties as assigned.

Key responsibilities

• Create and maintain FileMaker Pro (FMP) database of event invitees, the main event tracking tool, including significant computer work: downloading invitation pools, creating tracking systems for each event, recording responses, creating reports with all results, and data entry of incoming responses
• Design and produce production materials (name tags, place cards, tent cards, attendee lists, diagrams, event signage, etc.) as well as reports needed throughout the planning process; includes proofing of materials for all department events
• Coordinate all assigned event mailings (via multiple media) including save-the-date, invitation, reminder, confirmation, and post-event follow up
• Communicate with guests via multiple methods (by phone, in writing, via email, and at events, etc.)
• Manage Perfect Table seating databases
• Respond to event-related questions from staff, faculty, vendors, students, and guests
• Handle various additional assignments at events as directed by event managers
• Provide on-site service and support at all events managed by the team
• Contribute to assigned, department-specific special projects, which could include refining or developing organizational systems, processes, and department statistical reports
• Supports any other event and project work as needed by team

Requirements

• 1 or more years of office experience
• Knowledge of PCs and specifically Microsoft Office programs (Word, Excel, and PowerPoint is essential)
• Overtime required (can be significant during peak periods) including evenings and weekends
• Ability to stand for long periods of time and ability to lift and carry heavy objects
• May travel in order to staff events
• Expected to work certain events, such as reunions each Spring
• Be in the office frequently for event production and participate in department retreats that take place on campus in Cambridge, MA

Preferred qualifications

• College degree or related experience in higher education preferred
• Intermediate/advanced FileMaker Pro skills a plus
• Willingness and comfort receiving training in systems and software like Filemaker Pro and Perfect Table
• Excellent verbal and written communication skills, interpersonal skills, and phone/email manner
• Ability to work well on a team, often under pressure
• Ability to interact with staff, faculty, vendors, and guests professionally and with discretion, as appropriate
• Strong grammar and proofreading skills essential as is precise attention to detail
• Strong organizational skills
• Ability to utilize judgement to prioritize work under multiple deadlines and deal with frequent changes that often require problem solving

Pay

This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Schedule

Standard schedule: 35 hours per week. Overtime required (can be significant during peak periods) including evenings and weekends. The work schedule and location will be set by the department at its discretion and based upon operational needs. This position has been determined by school or unit leaders that some duties and responsibilities can be effectively performed at a non-Harvard location. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process.

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks