Events Assistant

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; 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. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.

AA&D is comprised of the Faculty of Arts and Sciences (FAS) Development, Advancement Communications, Events & Donor Relations (ACEDR), University Development and Advancement Solutions (UDAS), the Harvard Alumni Association (HAA), and Office of Talent, Administration and Policy (OTAP).

This Events Assistant will provide support for assigned events in the Alumni Affairs and Development office. The Events Assistant will work as part of a dynamic team to produce a diverse portfolio of events. Key responsibilities of the position include the creation of invitation pools, communicating with invitees, tracking replies, preparing briefings and meeting/committee materials, vendor research, producing event materials, and post event follow-up.

The Events Assistant is responsible for some communications and facilitating event follow-up. Most importantly, this is a service-related role that will provide on-site event responsibilities supporting a team and will have a great deal of interaction with attendees who are primarily University alumni and donors. Teamwork, flexibility, rigorous attention to detail and organizational skills are essential in this role. This is an excellent opportunity for someone interested in exploring event management as a possible career path.

This position’s responsibilities also include some administrative duties and other duties as assigned.

• Create and maintain
  
  FileMaker Pro (FMP) database of event invitees, the main event tracking tool.
  
  Significant amount of computer work, downloading invitation pools, creating tracking systems for each event, recording responses, creating reports that include all results, and data entry of incoming responses.
• Design and produce production materials (name tags, place cards, tent cards, attendee lists, diagrams, event signage, etc.) as well as reports as needed throughout the planning process. Includes proofing of materials for all department events.
• Coordinate all assigned event mailings (via multiple media) including save-the-date, invitation, reminder, confirmation, and post-event follow up.
• Communicate with guests via multiple methods (by phone, in writing, via email, and at events, etc.)
• Manage Perfect Table seating databases.
• Respond to event-related questions from staff, faculty, vendors, students, and guests.
• Handle various additional assignments at events as directed by event managers.
• Provide on-site service and support at all events managed by the team.
• Contribute to assigned, department-specific special projects, which could include refining or developing organizational systems, processes,…