Coordinator, AA&D Events

Harvard University is one of the most prestigious institutions globally, known for its commitment to academic excellence, innovation, and fostering a diverse, inclusive community. Being a part of Harvard means joining a vibrant ecosystem dedicated to advancing the university's world-changing mission through meaningful ways, inspiring collaboration, and nurturing expertise. With a workforce exceeding 5,000 employees at the Central Administration (CADM), the organization plays a crucial role in providing essential services and support to Harvard's schools, faculty, students, staff, alumni, and surrounding communities. Harvard Central Administration thrives on dynamic partnerships, ensuring the university maintains its renowned standards of excellence in education and research. The Alumni Affairs and Development (AA&D) team is a vital component within the Central Administration, focusing on advancing Harvard through front-line fundraising, alumni and volunteer engagement, communication, events, and technology management. The department's culture emphasizes respect, inclusion, trust, collaboration, continuous improvement, innovation, open communication, and effective information sharing. AA&D's structure spans multiple units including Faculty of Arts and Sciences Development, Communications, Events & Donor Relations, University Development and Advancement Solutions, the Harvard Alumni Association, and AA&D Administration. This event-driven role within AA&D invites a dedicated, detail-oriented professional to serve as an Events Coordinator under the supervision of the Deputy Director of Events. This full-time position involves multiple facets of event management including database creation and maintenance using FileMaker Pro, invitee tracking, event production, and execution. The coordinator also supports training new hires, coordinates small-scale events, and assists with various event-related projects and research. Given the nature of Harvard's alumni engagement, the position requires handling RSVP data, creating reports, producing event materials such as name tags and seating cards, and working closely with vendors and stakeholders to ensure seamless event delivery. The role demands advanced technological skills and a proactive mindset to embrace evolving platforms and processes. Additionally, the Events Coordinator may lead smaller events or specific segments within larger events which involves logistical planning, budget tracking, staff assignment, and professional interaction with vendors. The candidate must demonstrate discretion with confidential information, strong organizational and interpersonal skills, and the ability to function effectively within a large team environment. Physical requirements include standing for extended periods and the ability to lift and carry heavy objects, reflective of the active nature of event set-up and breakdown. This position is classified at Salary Grade 055, with a standard workweek of 35 hours, though overtime, including evenings and weekends, is required especially during peak seasons such as Spring reunions. The role is based in Cambridge, MA, with some hybrid work flexibility depending on operational needs and compliance with Harvard's work location policies. Harvard University offers a comprehensive benefits package designed to support employees' physical, mental, and financial health, including generous paid time off, medical insurance from day one, retirement plans, wellbeing resources, professional development, commuter perks, and family support services. By joining Harvard and the Alumni Affairs and Development Events team, the successful candidate contributes to maintaining Harvard's legacy of excellence while engaging dynamically with a supportive community dedicated to impactful advancement and innovative event solutions.