Events Manager

Company: Harvard University
Location: Cambridge
Posted on: November 25, 2022

Job Description:

The Events Manager for the Center for Astrophysics(CFA), Harvard & Smithsonian, will provide administrative, logistical, and creative support for the Center's wide range of events including academic conferences, workshops, meetings and seminars; staff seminars; multi- day retreats; chalk-talks; symposia, and other department-wide social events. Will work closely with the HCO, and the SAO to coordinate events CFA wide that also support advancement initiatives. This role reports to the Assistant Director of Finance and Administration with a dotted line to the Executive Director of the Harvard College Observatory.Position DescriptionThe Events Manager's main responsibilities will be to provide logistical support for all Center events and program events. Specific duties include:Works with the CFA team to plan engaging, timely events for the communityUtilizes the CFA Event planning checklist to execute events in collaboration with the Facilities officeLogistical responsibilities include communications and public relations; event promotion and marketing; speaker invitations, agreements, schedules, preparation of conference packets and materials, accommodations, transportation, catering, audio-visual requirements, and travel reimbursement.Contract negotiations with hotels, caterers, and other vendors.Liaise with speakers, faculty, departmental, university and external contacts.Responsible for budget oversight, development and monitoring of restricted seminar funds; processing reimbursements, honoraria and payment of vendor invoices.Responsible for logistical coordination of Seminar Series as well as other department lectures, seminars, and events.Coordinates activities with University Development Office as needed.Serves as principal administrative resource and contact on events.Staffs the Seminars and Scientific Retreat Committee: participates in discussion of ideas; collaborates with other science departments as needed.Manages virtual events (Zoom setup, behind-the-scenes help, Q&A management).Contributing to community building efforts by planning and coordinating internal events and all-team strategy sessions and workshops.Some evening and weekend work will be required, as dictated by the events schedule.Oversees or contributes to special projects as required in coordination with the executive staff.Performs other related duties as required.Basic QualificationsMinimum of three years of progressive events management experience, education may count towards experience.Additional Qualifications and SkillsBachelor's degree or relevant coursework in Hospitality ManagementExcellent organizational skills, attention to detail, and the ability to work independently as well as part of a teamAdvanced computer skills with proven and extensive ability in MS Office Suite; web page design; experience with Adobe applications including InDesignDemonstrated project management, negotiation, interpersonal, and written & verbal communication skillsProven ability in budget design and adherence, as well as understanding of financial policy and transactionsA strong commitment to customer support and experience coordinating in an academic environment working with facultyAbility to think creatively and problem-solve; ability to elicit cooperation from multiple offices and institutions and build bridges.Working ConditionsThis position does not offer a high level of hybrid remote/in person work flexibility. There is an expectation that employees be able to work in person in Cambridge, MA.

The University requires all Harvard community members to be fully vaccinated (primary series) against COVID, as detailed in -Harvard's Vaccine & Booster Information . -Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's "COVID-19 Vaccine Information" webpage: -http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . -
-Additional Information In order to be considered for this role, please submit a cover letter in addition to your resume. -

All formal offers will be made by FAS Human ResourcesCommitment to Equity, Diversity, Inclusion, and BelongingHarvard 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.EEO StatementWe 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.

Keywords: Harvard University, Cambridge , Events Manager, Executive , Cambridge, Massachusetts