Events Coordinator

04-Oct-2022

Harvard Kennedy School

59990BR

Job Summary

The Bloomberg Center for Cities at Harvard University seeks a dynamic, collaborative, and detail-oriented teammate to help create and run successful events; oversee planning, logistics, and production including technical aspects for in-person, virtual, and hybrid events; track deliverables; build audiences through effective marketing and outreach; and create reach and impact for the Center’s work. 

Building on the Bloomberg Harvard City Leadership Initiative, the University-wide Center aims to strengthen city leadership and governance and serve as a hub of world-class programs, teaching, and research on cities. The Center brings together faculty, students, and expertise from around Harvard to engage in continuous interaction with practice. 

The ideal candidate will possess top-notch skills in event planning and logistics, writing, communications via digital platforms, and the technical tools required for successful event production. The coordinator will be responsible for attracting general and specialized audiences to Center events employing a variety of channels including web, social media, email, and other outreach. A diligent task manager and deadline-driven team player with collaborative strengths and a customer service orientation, they will be comfortable working with a wide range of speakers and presenters and eager to measure results in the service of ongoing improvements. 

This role will report to the Senior Director of Communications. 

Position Description

Duties include, but are not limited to: 

• Providing communications support with primary responsibility for planning, coordinating, marketing, and reporting on 40 or more in-person, virtual, and hybrid events and experiences in the coming year, with more anticipated over time. Events may include program launches, receptions, celebrations, Open Houses, research convenings, panels and conversations with scholars, students, mayors, and other city leaders; meet-and-greets; team gatherings; and more. 

• Thoughtfully and swiftly managing and troubleshooting events in progress; and handling post-event duties including sending follow-ups, integrating participants into the constituent database, processing invoices, and making event video recordings available. 

• Serving as the point of contact for all Center events, developing and circulating event production and communication plans and collateral including run-of-show documents, signage, and presentations; handling menus, catering orders, and supply rentals; providing room diagrams and specs; coordinating and testing A/V setups; arranging temporary help and event talent as needed. Assisting with event setup and breakdown as necessary. 

• Ensuring the highest level of customer service as a public-facing representative of the Center and a core member of the Communications team 

• Developing successful working relationships with internal clients and external collaborators including speakers, program and facilities staff, media services, photographers, captioners, catering vendors, waitstaff, and security as well as representatives or participants from other centers and organizations inside and outside of Harvard 

• Maintaining registrations, files, and deliverables in good order; systematizing event production and the publication of event video recordings in a readily accessible location and easily promotable format 

• Coordinating travel logistics and handling of visiting speakers and event participants, as needed 

• Managing event finances by submitting expenses, reimbursements, and invoices for processing 

• Attending to event performance data and harnessing it in the service of future event strategy

Basic Qualifications

Three or more years of directly relevant professional experience producing events in educational, media, or non-profit settings; marketing and communications or hospitality experience; or work on events in a parallel field such as development.  

Additional Qualifications and Skills

• Must be able to work evenings and weekends as needed. 

• Demonstrated interest in cities, leadership, governance, or related topics. 

• Demonstrated ability to produce and manage all the details of high-quality, successful events for a range of audiences 

• Care and discernment in creating events and communications of the highest quality, with a love of precise language and commitment to creative thinking 

• Ability to manage multiple team and external requests at once; build an events calendar, checklists, and protocols to market and run events successfully; follow review and approval sequences; and collaborate frequently, clearly, and diplomatically with team members and clients 

• Solid knowledge of content editing in one or more CMS tools such as Drupal, WordPress, or Open Scholar 

• Hands-on experience with one or more CRM/marketing tools such as MailChimp, Pardot, Salesforce Marketing Cloud, or Hubspot. Some knowledge of list management and segmentation desirable. 

• Some experience with tools for light design work, such as Adobe Creative Cloud (e.g. Photoshop, InDesign) or Canva 

• Knowledge of Microsoft Office/Office 365 

• Some prior knowledge of livestreaming and event video management using Zoom, Facebook, Vimeo, and/or YouTube 

• A strong work ethic and resolute integrity 

• Excellent interpersonal skills that resonate with diverse audiences 

• Interest in innovating in the events space and expanding personal, team, and Center capabilities 

• Commitment to being part of a diverse and inclusive team of staff, students, and faculty 

Additional Information

This position is a fully benefits-eligible term appointment through December 31, 2023 with very strong possibility of renewal.

We regret that the Harvard Kennedy School does not provide Visa Sponsorship.
Harvard University requires pre-employment references and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.

This is a hybrid position based on our campus in Cambridge, MA.  As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage

Salary Range: $58,965- $93,830
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate’s relevant experience, and internal equity. 

Harvard offers a generous benefits package including:

• Time Off: 3- 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
• Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
• Retirement: University-funded retirement plan with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools. 
• Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
• Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
  Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Job Function

General Administration

Location

USA – MA – Cambridge

Job Code

403040 Coordinator II

Department

Bloomberg Center for Cities

Union

55 – Hvd Union Cler & Tech Workers

Appointment End Date

31-Dec-2023

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies.

Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism.

EEO 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.