This position will be based on our campus in Cambridge, MA, in a hybrid work environment.

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.

This full-time exempt position is responsible for the planning, execution, and management of assigned Faculty of Arts and Sciences events. Reporting to the Associate Director, this individual will lead the project management for virtual, in-person, and hybrid events to provide unique and engaging experiences for our donors and alumni ensuring that events are developed and implemented to advance the fundraising priorities of the University. They will direct, mentor, and determine event tasks for support staff assigned to their events. The Assistant Director will also coordinate and communicate with fundraisers and Senior Management on event and donor engagement strategies, and will lead and motivate the event planning teams to maintain deadlines and articulate roles and responsibilities. This position operates in a fast-paced, high-volume, deadline-driven environment. In addition to Harvard alumni, donors and friends, this client-service position routinely interacts with administrators, faculty, staff, and outside vendors.

Event Planning and Preparation

• Serves as overall project manager on assigned events
• Manages stakeholders’ roles and responsibilities; create and manage planning timelines
• Motivates and mentors support staff assigned to events, provides open communication on expectations
• Leads event planning meetings and ensures planning team is working towards event goal and fundraising priorities
• Actively participates in meetings to develop content
• Schedules, secures, and negotiates all necessary locations and vendors (as applicable)
• Drafts and sends briefings and bios
• Assists support staff with managing invitation pools and tracking of invitations and responses
• Plans the experience and ambience at events creatively and thematically
• Works on special projects as assigned

Event Production and Execution

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

• Oversees mailings, data management, tracking systems, event seating and staffing of events
• Works with venue and vendor selections as well as contract negotiations to ensure events are executing on-time and on-budget
• 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
• Communicates with leadership on status of 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, which may include other related responsibilities and projects as determined by supervisor
• Reports out and analyzes event data
• Serves as liaison with other members of Harvard’s development staff as needed
• Oversees coordination of travel arrangements and reimbursement for staff and speakers
• Ensures the appropriate follow-up to attendees and completion of post event data uploads

• 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 25 lbs. or more.
• Some travel required

• 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, Workfront (preferred) and PerfectTable (preferred)
• Strong written and oral communication skills required
• Strong computer skills, including database management
• Ability to set priorities among competing tasks, multiple constituencies, and deadlines
• Able to commit to significant hours outside of regular schedule during event months, including evenings 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

This position requires a 3 month orientation and review period.
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: Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees are required to provide proof of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

Alumni Affairs and Development, General Administration

USA - MA - Cambridge

358057 Admin Pro/Indiv Contrib

Alumni Affairs and Development

-

Full-time

057

00 - Non Union, Exempt or Temporary

Education, Identity

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.

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.