Events and Administrative Coordinator

04-Nov-2024

Events and Administrative Coordinator

University Administration

67185BR

Job Summary

Reporting jointly to the Director of Presidential Events and Engagement and to the Chief of Staff, the Events and Administrative Coordinator supports two primary portfolios in the Office of the President.  The Coordinator assists in the planning, administration, and implementation of events developed through the Office of the President. The Coordinator also assists with administrative support for the President and his team.

Position Description

Event Planning, Administration, and Implementation

• Works closely with the Director of Presidential Events and Engagement, who sets strategy for events hosted by the President and his Office. Supports planning and execution of events, including location scouting, selection of vendors, floor plans, event flow, briefings, staffing, etc.
• Staffs events in coordination with the Director.  This includes greeting guests, assisting with day-of needs, coordinating outside vendors, and monitoring all kitchen and back-of-house operations throughout events.
• Creates and manages database tracking invitations, guest lists, and other information pertaining to guests and events.
• Drafts logistical event briefings for Director to provide to President and other senior administrators.
• Tracks bids, proposals, invoices, and overall budgets for events, including cost-comparisons for yearly events.
• Reconciles credit card expenses related to events and other purchases for the President. 
• Works closely with Alumni Affairs and Development (AA&D) on donor-related events and interactions held at the President’s House as well as larger University events in which collaboration is necessary.
• Works with Harvard Public Affairs and Communications (HPAC) on organization and implementation of events and projects related to the President.
• Assists Director with Commencement activities as it relates to the Office of the President, including private events related to Commencement throughout the week.  Works closely with the Commencement Office regarding individual needs of honorary degree recipients.  Works closely with AA&D for seamless coordination of all Commencement events.
• Assists with all aspects of preparing for regular meetings of University leadership and annual off-site retreat, including rooms, transportation, meals, guest speaker arrangements, A/V needs, etc. Works closely with venue staff to ensure seamless full or multi-day event.     

Administrative Support

• Supports president’s travel arrangements and expense reporting.  Books flights and hotels for select presidential travel. Gathers proper documentation/receipts related to president’s travel for expense reporting.
• Provide back-up administrative support coverage as needed for the President and for the Deputy to the President, including in-person support, scheduling, and briefings.
• Serves as a resource to the President’s Office on planning for meetings and events.  As assigned, provides administrative support for projects in the Office of the President, including logistical support for meetings and events, travel arrangements, expense processing, and scheduling.
• Supports other general administrative duties as needed such as printing table tents and briefing binders and maintaining contact lists.
• Other duties as assigned.

   

Basic Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role:
Three years of related experience

Additional Qualifications and Skills

College degree or equivalent preferred.

Excellent attention to detail and strong organizational skills while handling multiple projects simultaneously.

Excellent interpersonal skills, with an understanding of standards of protocol, discretion, and etiquette when dealing with departments, vendors, or high-level senior University faculty and administration. 

Additional Information

This position has a 3-month orientation and review period. 

Harvard University does not provide visa sponsorship.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines. 
 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: 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.
• Retirement: 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.
• Tuition Assistance Program: Competitive 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.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Office of the President and Provost

Salary Grade

054

Department

OPP

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

Full time. Monday through Friday. 35 hours per week. 

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.

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