Coordinator, Events; Time-Limited

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.

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 (ACED), University Development and Advancement Solutions (UDAS), the Harvard Alumni Association (HAA), and Office of Talent, Administration and Policy (OTAP).

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 of6/30/27.
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,…