Event Staff-Recruited

4 weeks ago

Cambridge, United States V R Della Infotech Inc Full time
Job DescriptionJob DescriptionDescription:
Under the direction of an Harvard event planner or coordinator, provides hospitality, logistical support, guest services, or materials to event participants and guests. May be involved in event ticketing, seating, registration. May prepare or distribute print or electronic materials or signage. May staff a welcome or information desk, ensuring the physical, AV, or food and beverage set up of an event. May accompany or assist guest speakers or presenters, ensuring their materials can be projected or printed for distribution. Requirements include the ability to remain highly organized during large or complex events, to maintain good communication with the event coordinator and other event staff, and strong awareness of the schedule and timing required for the event. Ability to work with event participants in a friendly and professional manner required. Punctuality, professional appearance and business attire required. Ability to follow the direction of the event coordinator required. Previous experience with events in business, nonprofit or academic setting preferred. Report-To Detail

Additional Details

  • Preferred Pay Rate Range : BR - BR
  • Report-To Detail : Hybrid - partial time on campus/partial time WFH (working/living in MA).
  • Tenure Limit : 3 months
  • FLSA Exemption Status : Non-Exempt/OT Eligible
  • Required Education : None
  • Required occupational training, certifications or license(s) : None
  • Business Title : Events Coordinator
  • Additional Job Details : The Harvard Division of Continuing Education is seeking a dynamic and detail-oriented Events Coordinator to join our Marketing team. The Events Coordinator will play a key role in planning, organizing, and executing a wide range of (mostly virtual) events for prospective students, participants, faculty, and staff. This position requires strong organizational skills, excellent communication abilities, proficiency in creating promotional materials, and a passion for creating accessible and memorable experiences that align with our marketing objectives. Key Responsibilities: Event Planning and Coordination: Assist in the planning and execution of marketing events from conception to completion. Coordinate logistics including platform selection, audiovisual needs, and technical support. Develop and maintain event timelines, budgets, and task lists. Liaise with internal and external stakeholders to ensure all aspects of events are delivered to the highest standard. Manage event registration processes, including online registration systems and ongoing attendee support. Marketing and Promotion: Collaborate with the marketing team to develop event promotion strategies. Create and coordinate the distribution of marketing materials for events, including flyers, brochures, emails, and social media content. Monitor and report on the effectiveness of marketing campaigns for events. Vendor and Partner Management: Identify, negotiate, and manage relationships with vendors and service providers. Support for events across internal Harvard DCE teams as needed. Virtual Event Management: Oversee the setup, execution, and teardown of events. Ensure smooth operation of events, troubleshooting any issues that arise. Provide virtual support to attendees, speakers, and staff. Ensure all events are accessible, including providing closed captions, sign language interpreters, and other accessibility features as needed. Post-event Activities: Conduct post-event evaluations to determine success and areas for improvement. Compile and analyze feedback from attendees and stakeholders. Maintain records of event activities and provide reports on outcomes. Coordinate the transcription and promotion of event recordings. Ideate and implement strategies for reusing event recordings for other marketing purposes. Qualifications: Bachelor s degree in Event Management, Marketing, Hospitality, Business, or a related field. Minimum of 2-3 years of experience in event planning and coordination, preferably within a marketing context. Strong organizational and multitasking skills with the ability to manage multiple projects simultaneously. Excellent communication and interpersonal skills. Proficiency in event management software, HubSpot, Canva, Photoshop, and Microsoft Office Suite. Ability to work flexible hours, including evenings and weekends, as required. Strong problem-solving skills and attention to detail. Knowledge of accessibility standards and practices for virtual events. Knowledge of Harvard University and its administrative processes is a plus. Key Competencies: Attention to Detail: Ensures that all aspects of the events are accurately planned and executed. Communication: Clearly and effectively communicates with all stakeholders. Customer Focus: Anticipates, understands, and responds to the needs of attendees and stakeholders. Teamwork: Works effectively with others to achieve common goals. Time Management: Prioritizes tasks and manages time efficiently. Marketing Acumen: Understands and applies marketing principles to promote events effectively. Technical Proficiency: Skilled in using virtual event platforms and creating promotional materials. Innovative Thinking: Ability to ideate and implement creative solutions for the reuse of event recordings. Candidate will use their own equipment.
  • Does this position require a HUID? : Yes
  • Is the worker converting from being a Harvard full-time employee (FTE)? : No
  • Pre-identified candidate's information, including name, email, phone, state/city/zip & pay rate : (No Value)
  • Role requires identity, I-9 and 3 reference screen (recruited) : Yes
  • Role requires identity, I-9 screen (payrolled) : No
  • Role requires DMV/driving history screen : No
  • Role requires criminal background and sexual offender screening CORI/SORI : No
  • Role requires criminal background screen : No
  • Role requires 10-panel drug screen : No
  • Role requires credit record check : No
  • Role requires compliance with Immunization policy. : No

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