Coordinator, Events (Time-Limited)

About the role

As a member of the Alumni Affairs and Development Events team, this time-limited, overtime eligible position reports to the Associate Director, Events.

This role provides operational and administrative support for key alumni and student events, specifically College Reunions and Harvard Alumni Day, by managing supply inventory and ordering, weekly hotel pickup reports, and entertainment licenses; coordinating staffing, campus tours, museum and gym visits; and offering logistical support for Alumni Day and senior events.

Support assigned events by tracking replies, managing production, and staffing the event. The position also liaises with vendors and completes general administrative tasks as needed to ensure smooth event execution.

This is a time-limited role with an end date of 6/30/27.

Job-Specific Responsibilities

• Manage supply inventory and ordering for Reunions and office needs, including tracking stock levels, placing orders, and coordinating deliveries.
• Prepare and maintain weekly hotel pickup reports and related documentation for events and visiting guests.
• Secure and track entertainment licenses for events, ensuring compliance with institutional and legal requirements.
• Provide staffing support for Reunions and Senior Week, including liaising with the Talent Manager (TM), and creating related reports and documents to support staff on-site.
• Coordinate scheduling and logistics for campus tours, museum visits, gym access, and related walk-throughs.
• Provide logistical and operational support for Alumni Day.
• Support senior-focused events such as Mid-year Graduation, Thesis Dinner, Brunch, and Senior Week planning, including timelines, room reservations, vendor coordination, and event materials.
• Liaise with vendors as needed, including requesting quotes, confirming services, and coordinating deliveries or on-site work.
• Support assigned Events that requiring invitation tracking, production, and on-site support.
• Perform administrative tasks as needed, including data entry, document preparation, filing, and general office support.

Physical Requirements

Job requires standing for long periods of time and the ability to lift and carry heavy objects.

Basic Qualifications

• Must have a minimum of two years of experience in planning and coordinating meetings and events or transferable experience.
• Must have working proficiency in Microsoft Excel, Word and Outlook software with technological adeptness for other platforms.
• Overtime required (can be significant during peak periods) including evenings and weekends.
• May travel in order to staff events.
• You will be expected to work certain events, such as reunions each Spring, be in the office frequently for event production and participate in department retreats that take place on campus in Cambridge, MA.

Additional Qualifications and Skills

• BA/BS degree from an accredited university preferred; two or more years related office experience, preferably in an academic environment.
• Must be highly organized, detail-oriented, and have strong interpersonal and tactful communication skills. Ability to establish and promote good working relationships with alumni, colleagues, faculty, administrators, students, and vendors. Works well on a large team.
• Must be flexible and possess the ability to handle multiple tasks accurately under multiple and competing deadlines. Must be able to work independently and take initiative. Must have ability to handle confidential materials with discretion.
• Must be a professional, proactive, creative, collaborative, conscientious, and results-oriented individual. Should have ability to think strategically and conceptually, and display sound judgment.
• Knowledge of PCs and specifically of Microsoft Office programs (Word, Excel and PowerPoint) is essential. Intermediate/advanced Filemaker Pro skills a plus. Intermediate/advanced Zoom meeting and webinar skills a plus.
• Aptitude for technology and willingness to embrace different technology platforms.
• Must be energetic, motivated to learn, and open to change.
• Excellent speaking, writing, and client service skills required. Professional phone etiquette required.

Additional Information

Please include a cover letter as a part of your application to help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

• Orientation and Review Period: 3 months
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs.

When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

• Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing.
• Because here, you are what matters.
• Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks