Harvard University

1350 Mass Ave
Cambridge, MA 02138
www.harvard.edu
susan_davis@harvard.edu

Date Posted:
February 07, 2019

Region:
Eastern Massachusetts

Category:
Development/Fundraising

Type:
Seasonal

Temporary Events Assistant

Description:
Term, May 1, 2019 – October 31, 2019 (6 months)

SUMMARY:

Reporting to the Assistant Director of Events and Special Projects and to the Events Coordinator, the Events Assistant provides support to the Harvard Graduate School of Design’s alumni relations and fundraising operations. The position is responsible for assisting with various aspects in the Development and Alumni Relations department. This includes supporting the planning and execution of events critical to fundraising and community building activities.


https://www.gsd.harvard.edu/


TYPICAL DUTIES AND RESPONSIBILITIES:

  • Provides technical and logistical support for Development and Alumni Relations events such as: development and maintenance of registration pages; managing RSVPs, attendee lists, and attendee data; correspondence with invitees/attendees; and producing materials for events. May also include preparing itineraries, securing event space and catering, arranging necessary briefings, compiling attendee bios and research, plus helping negotiate contracts with outside vendors/venues.
  • Provides on-site support at select events such as registration set-up, transportation arrangements, participant inquiries, and general troubleshooting. Facilitate interaction between external vendors and internal department staff.
  • Performs general administrative duties (e.g. arranging meetings for the team and events, creating agendas for meetings, arranging for faculty/speaker and/or staff travel, answering phones, making follow-up calls, maintaining files, entering data into alumni database [Advance], ordering supplies, etc.).
  • Provide efficient and accurate customer service to internal staff members and external clients, such as donors and/or alumni, other departments with the GSD and the University.
  • Performs additional duties and assists in projects such as; entering contact reports and updating alumni records.
  • Provides remote event support to Alumni Council Ambassadorship events including pulling invitation lists, creating invitation, follow up, and thank you emails, building registration pages and event information pages, manages RSVPs, and other event-related coordination as needed

Qualifications:
  • HS Diploma or equivalent required
  • 3 years of related office and/or event and development assistance experience or related transferable experience preferred. Knowledge of academic communities with an interest in design and arts-related missions preferred.
  • Must have a minimum of 2 years of experience in planning and coordinating meetings and events or transferable experience
  • Demonstrated success in data management.
  • MS Office and solid computer skills in a PC environment with the capability to master new software applications and technologies in database management. Strong knowledge of Excel, Word, and PowerPoint are required for extensive mail merges, report generation, and presentation preparation.

ADDITIONAL REQUIREMENTS:
  • BA/BS degree or equivalent preferred
  • Must be highly organized, strong attention to detail, conscientious, and efficient, with an ability to handle multiple tasks accurately under deadline pressure
  • Experience with SharePoint, Oracle, Advance, PeopleSoft, and CMS systems is helpful
  • Excellent organizational and communication/customer service skills required
  • Ability to problem solve and to take initiative
  • Must be able to work independently and flexibly
  • Must have ability to handle confidential materials with discretion

ADDITIONAL INFORMATION:This position has a standard schedule of 35 hours per week, Monday through Friday, 7 hours/day, and may require overtime during peak periods. Occasional travel to staff and support events required.
How To Apply:
Please email your cover letter and resume to Lisa Plosker, Associate Director of Human Resources. lplosker@gsd.harvard.edu
Apply by:
March 04, 2019
Salary:
$25.00
About this Organization:
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world.

Harvard University is an equal opportunity employer committed to diversity.