Events Coordinator

Lowell, MA, USA|Remote, Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $22.00 - $31.75

Work Schedule

Flexible

Day Shifts

Weekend Shifts

Benefits

Generous Paid Time Off

Medical insurance

Dental Insurance

Vision Insurance

retirement plans

Wellbeing resources

Professional development opportunities

Commuter Benefits

Job Description

Harvard University is a globally renowned institution known for its commitment to academic excellence, innovation, and community collaboration. By joining Harvard, employees become part of a vibrant community dedicated to advancing the university's world-changing mission through meaningful contributions in research, education, and service. The university fosters a diverse and welcoming environment that promotes growth, inclusivity, and the thriving of each individual. Harvard's Faculty of Arts and Sciences (FAS) serves as the historic heart of the university, encompassing Harvard College and all Ph.D. programs through the Kenneth C. Griffin Graduate School of Arts and Sciences. This faculty supports a wide range of liberal arts and sciences disciplines with over 40 academic departments and more than 30 centers, striving to prepare future leaders through transformative education and shared commitment to knowledge and truth.

The Mittal Institute at Harvard University is a prestigious global research center focused on interdisciplinary scholarship and creating real-world solutions to global challenges, particularly those involving South Asia and its global influence. Working with faculty, students, and regional experts, the Institute fosters knowledge, dialogue, and actionable impact through its academic programs, fellowships, public events, and collaborative partnerships.

The Event Coordinator role at the Mittal Institute is vital for managing and delivering a broad spectrum of events such as lectures, workshops, symposia, seminars, fellowship activities, and public programs. This full-time, hybrid position based in Cambridge, MA, requires the candidate to be on campus for event set-up and onsite support. The role reports to the Assistant Director for Programs and involves close collaboration with various stakeholders including faculty, staff, students, fellows, and external partners to ensure events are professionally executed and aligned with the Institute's mission. The Event Coordinator’s responsibilities include planning logistics, managing communications, liaising with vendors and participants, supporting both in-person and virtual events, managing budgets, and assisting administrative processes related to events.

In addition to event coordination, the role supports the Graduate Student Associate Program and student organizations affiliated with the Institute, coordinating application processes, organizing events, and managing faculty review committees for initiatives such as the Seed for Change Prize. Flexibility to work occasional evenings and weekends based on event schedules is required. The compensation range for this position is $65,000 to $70,000 annually, with the appointment term of two years and the possibility of renewal. Harvard University offers an extensive benefits package that supports employees’ physical, mental, and financial wellbeing, including paid time off, health insurance, retirement plans, professional development opportunities, and commuter benefits. Harvard is an equal opportunity employer, committed to fostering an inclusive and diverse community free from discrimination.

Job Requirements

At least 3 years of professional experience in event coordination, logistics management, or related roles in an academic or higher education setting
Bachelor's degree preferred
Experience supporting academic, research, or public programming in a higher education or nonprofit environment preferred
Familiarity with Harvard administrative processes, policies, and event procedures preferred
Excellent organizational, time management, and multitasking skills with strong attention to detail
Strong written and verbal communication skills with ability to interact professionally with diverse stakeholders
Demonstrated ability to coordinate logistics, manage timelines, and support events from planning through execution and post-event follow-up
Proficiency with Microsoft Office Suite, virtual event platforms such as Zoom, and database or event management systems
Ability to quickly learn and navigate institutional systems and event management tools
Collaborative team player with ability to work effectively across departments and with diverse groups
Strong problem-solving skills and adaptability in fast-paced event environments
Commitment to fostering inclusive and welcoming environments
Flexibility to work occasional evenings and weekends as required

Job Qualifications

At least 3 years of professional experience in event coordination, logistics management, or related roles in an academic or higher education setting
Bachelor's degree preferred
Experience supporting academic, research, or public programming in a higher education or nonprofit environment preferred
Familiarity with Harvard administrative processes, policies, and event procedures preferred
Excellent organizational, time management, and multitasking skills with strong attention to detail
Strong written and verbal communication skills with ability to interact professionally with diverse stakeholders
Demonstrated ability to coordinate logistics, manage timelines, and support events from planning through execution and post-event follow-up
Proficiency with Microsoft Office Suite, virtual event platforms such as Zoom, and database or event management systems
Ability to quickly learn and navigate institutional systems and event management tools
Collaborative team player with ability to work effectively across departments and with diverse groups
Strong problem-solving skills and adaptability in fast-paced event environments
Commitment to fostering inclusive and welcoming environments
Flexibility to work occasional evenings and weekends as required

Job Duties

Coordinate end-to-end logistics for Institute events including planning timelines, reserving event spaces, managing vendors, arranging audiovisual support, coordinating catering and transportation, and ensuring hospitality and post-event follow-up
Coordinate event communications in collaboration with the Communications team including invitations, RSVP and registration tracking, event website listings, confirmations, reminders, and post-event follow-up
Serve as a primary point of contact for event participants, speakers, guests, and vendors providing professional support and clear communication before, during, and after events
Work with Executive Director and senior leadership on coordination of non-public events for Institute supporters
Provide on-site event support including check-in, troubleshooting, and coordination with staff and vendors
Coordinate room layouts and space setups in compliance with Harvard and Institute policies
Assist with virtual and hybrid events including platform setup, registration management, and audiovisual coordination
Maintain and update event databases, calendars, and documentation
Prepare event budgets, track expenses, and assist with financial reconciliation
Support administrative processes related to events including purchase requests, contracts, and reimbursements
Coordinate the Graduate Student Associate Program managing application and renewal processes and organizing related program events
Support student organizations associated with the Mittal Institute
Manage faculty review committees for the Seed for Change Prize and serve as point of contact for applicants
Assist with biannual student grant cycles and serve as backup when needed