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Harvard University Assistant Director, AA&D Events (Time-Limited) in Cambridge, Massachusetts

60741BRAuto req ID:60741BRJob Code:358057 Admin Pro/Indiv Contrib Location:USA - MA - Cambridge Business Title:Assistant Director, AA&D Events (Time-Limited)Sub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :057Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Basic Qualifications:

  • Bachelor’s degree with four or more years of experience in planning and coordinating meetings and events including virtual or transferable experience

  • Must have working proficiency in Zoom, Microsoft Excel, Word and Outlook software with technological adeptness for other platforms

  • Overtime required (can be significant during peak periods) including evenings and weekends

  • Job requires standing for long periods of time and the ability to lift and carry heavy objects up to 25lbs or more.

  • Some travel may be required

Additional Qualifications and Skills:

  • Proficiency in detail and creative problem solving

  • Excellent organizational, time management, interpersonal and communication skills

  • Ability to work and supervise in a group setting

  • Ability to work independently, use judgment, and provide excellent client service.

  • Competency with full Microsoft Office suite of programs, Zoom and Workfront (preferred)

  • Strong written and oral communication skills required.

  • Strong computer skills, including database management.

  • Ability to set priorities among competing task, multiple constituencies, and deadlines.

  • Able to commit to significant hours outside of regular schedule during event months, including evening and weekends

This position requires good judgment, discretion, confidentiality, an understanding of protocol and excellent diplomatic skills to represent the Alumni Affairs and Development constituencies in a highly professional manner.Additional Information:This position requires a 3 month orientation and review period.

This a time-limited position for two years from start date.

Please include a cover letter with your application.

Why AA&D?

We are a dedicated team of 400 alumni affairs and development professionals supporting Harvard’s advancement activity through roles that include front-line fundraising, alumni and volunteer engagement, technology, events, communications, prospect management and research, business process, talent management and many other areas.

Harvard’s Alumni Affairs and Development team inspires and galvanizes alumni, friends, and members of the University community to support Harvard through philanthropy, governance, and active engagement. AA&D believes a workplace that reflects the diversity of our society and our ever-evolving University constituency makes us a stronger and more effective organization. Our goal is to create an environment of respect that values the many talents, perspectives, and experiences of our community, to deliver the strongest possible results by incorporating diverse perspectives into our daily work, and to make AA&D a great place to work for everyone. AA&D strives to live our values of respect, inclusion, trust, collaboration, innovation and sharing of information in our daily interactions and our work.

To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/.

Harvard University Benefits: Information can be found at https://hr.harvard.edu/totalrewards.

Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.

Vaccine Requirements: The University requires all Harvard community members to be fully vaccinated against COVID-19 and it is strongly encouraged to stay up to date with COVID-19 vaccine boosters. 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: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/. Department:Alumni Affairs and DevelopmentPre-Employment Screening:Education, IdentityJob Function:Alumni Affairs and Development, General AdministrationPosition Description:Event Planning and Preparation

  • Serves as project manager on assigned events, with a focus on annual Spring Reunions which currently hosts 14 quinquennial reunions bringing back thousands of alumni each spring.

  • Liaise directly with outside vendors including hotels, caterers, entertainment, venues and audio-visual

  • Manage contract negotiations and provide timely communication with all vendors to ensure events are executed on time and on budget

  • Utilize and manage the Master Tracker for all Spring Events

  • In coordination with the CAP team, communicate effectively with volunteer leaders by attending meetings and executing class-specific needs and requests

  • Participates in meetings to develop content and agenda of meetings/events

  • Assists with creation and execution of robust staffing program for all Spring events

  • Plans the experience and ambience at events creatively and thematically

  • Works on special projects as assigned, including AA&D All Staff Events

Event Production and Execution

  • Manages and runs virtual events on virtual platforms (mostly Zoom)

  • Communicates with guests by phone, in writing, and at events

  • Oversees the production and distribution of all event materials (name tags, seating tags, place cards, tent cards, etc.)

  • Supervision of support staff as assigned

  • Troubleshoot for both virtual and in-person events

Administrative Duties and Event Follow-Up

  • Manages event budgets in coordination with AA&D Finance team

  • Inputs and updates event data in Workfront regularly

  • Conducts administrative and research duties and may include other related responsibilities and projects as determined by supervisor

  • Reports out and analyzes event data

  • Serves as liaison with other members of the Harvard Alumni Association as needed

School/Unit:Alumni Affairs and Development 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.Job Summary:This position will be based on our campus in Cambridge, MA.

Alumni Affairs and Development (AA&D) comprises the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, and the Harvard Alumni Association (HAA). There is a unique relationship between the University and the FAS fundraising operations, resulting from a long history in which University fundraising ultimately grew out of College fundraising.

AA&D Resources

AA&D Resources encompasses teams that support all units across AA&D plus all schools and units across the University. AA&D Resources includes Technology and Support Services, Business Process and Operations, Alumni and Development Services (ADS), Administration and Finance, Events, Communications Creative Services, Research and Prospect Management, Human Resources, and the AA&D Talent Program.

Position Overview

This full-time, two-year time-limited exempt position is responsible for the planning, execution, and management of assigned HAA, AA&D, and University-wide events. Reporting to the Associate Director, this individual will lead the project management and execution for both virtual events and in-person gatherings, with a focus on both College and Alumni events, specifically Spring Reunions. In coordination with the Associate Director, this individual will direct, mentor, and determine event tasks for support staff assigned to their events.

The Assistant Director, Events will also coordinate and communicate with the College Alumni Programs (CAP) team, ensuring that events are developed and implemented to advance the priorities of the Harvard Alumni Association and the University. This position operates in a fast-paced, high-volume, deadline-driven environment. In addition to Harvard alumni and friends, this client-service position routinely interacts with administrators, faculty, staff, and outside vendors.

As a member of the Alumni Affairs and Development Events team, this full-time, position reports to the Associate Director, AA&D Events. The Events team is comprised of 18 plus individuals, with individual assignments that frequently overlap required work interpedently and individually.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.

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