The Assistant Director of Special Events and Administration reports
to the center’s Associate Director and works collaboratively with
leadership and staff across the organization. The role is
responsible for leading the design, planning, execution, and
attendee experience of high-profile, center-wide, hybrid and in-
person events and academic ceremonies. Events engage students,
faculty, our Executive and Advisory committees, scholars, fellows,
along with guests and partners. The role works with internal and
external stakeholders to ensure a seamless experience, superb
customer service and positive audience engagement. Responsibilities
include, but are not limited to:
Auto req ID
358057 Admin Pro/Indiv Contrib
Department Office Location
USA - MA - Cambridge
Assistant Director of Special Events and Knowledge Management
Appointment End Date
00 - Non Union, Exempt or Temporary
Bachelor’s degree. Minimum 7+ years of related experience managing
large-scale events and conferences.
Additional Qualifications and Skills
- Knowledge of basic computer software such as Microsoft Office
- Experience using knowledge management, CRM, and event
- Superb customer service skills, problem-solving attitude, and
ability to manage high-stress situations, maintaining
professionalism and diplomacy.
- Adaptable, flexible, and tactical to accommodate last-minute
requests and changes when possible.
- Demonstrated close attention to detail and time
- Ability to work in a fast-spaced environment with competing
deadlines and evolving priorities.
- Excellent relationship building skills – ability to work with
individuals at all levels of the organization.
- Excellent communications and written skills.
- Knowledge and experience utilizing event management software
and CRM databases a strong preference; ability to quickly learn new
- Fluency in Spanish or Portuguese strongly preferred.
- Experience and interest in Latin America and the Caribbean a
Must work occasional evenings and weekends as required.
Any candidate wishing to be considered must supply a cover letter
in addition to their resume.
We regret that we will not be able to provide visa sponsorship for
All formal written offers will be made by FAS Human
David Rockefeller Center for Latin American Studies
Engage event point-person to prepare and anticipate requirements
and determine event budget, internal capacity, and outsourcing
needs. • Prepare event timeline and lead internal planning meetings
to keep tasks on track. • Identify and secure space across the
university or externally. • Establish and maintain strong working
relationships with internal partners such as building management,
IT, Audio-visual service. • Secure and manage vendors: negotiation
process, contract, budget, invoice accuracy, payments. •
Collaborate with communications function to determine pre and post
event promotion collateral and activities. • Interface with event
participants: gathering RSVPs, welcoming guests and presenters with
excellent customer service and hospitality, and problem-solve
issues that may arise. • Prepare and print event attendance list,
nametags, table tents, seat assignments, meeting materials and
collaterals; secure events gifts, and Harvard memorabilia. •
Provide on-site support for events: managing set up and break-down,
coordinating roles/responsibilities with staff and volunteers. •
Manage Zoom for online/hybrid events: setting up link; moderating
online participants, displaying presenter slides, and provide
technical support. • Develop, administer, and analyze surveys;
identify and communicate areas of improvement. • Produce event
briefings, status reports and events summaries. • Create and manage
business processes, forms, standard operating procedures,
checklists, and action items, and proactively identify improvement
opportunities. • Serve as point-person for overseas staff and
external constituents and ensure compliance with building
procedures. • Oversee and customize platforms to manage
applications for visiting scholars, faculty grants, student
internships and programing. Collaborate with other Centers to
identify best practices and share tools. • Other relevant duties as
assigned, including managing smaller events or meetings as
Faculty of Arts and Sciences
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
Ability to lift/move at least 50 lbs. required (involves setting up
and breaking down chairs, tables etc.).
Commitment to Equity, Diversity, Inclusion, and
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 invite you to visit Harvard's Total Rewards website ( https://hr.harvard.edu/totalrewards
) to learn more
about our outstanding benefits package, which may include:
- Paid Time Off: 3-4 weeks of accrued vacation time per
year (3 weeks for support staff and 4 weeks for
administrative/professional staff), 12 accrued sick days per year,
12.5 holidays plus a Winter Recess in December/January, 3 personal
days per year (prorated based on date of hire), and up to 12 weeks
of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and
vision benefits, disability and life insurance programs, along with
voluntary benefits. Most coverage begins as of your start
- Work/Life and Wellness: Child and elder/adult care
resources including on campus childcare centers, Employee
Assistance Program, and wellness programs related to stress
management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with
contributions from 5% to 15% of eligible compensation, based on age
and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program
including $40 per class at the Harvard Extension School and reduced
tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90%
reimbursement up to $5,250 per calendar year for eligible courses
taken at other accredited institutions.
- Professional Development: Programs and classes at little
or no cost, including through the Harvard Center for Workplace
Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options
handled through the Parking Office, including discounted parking,
half-priced public transportation passes and pre-tax transit
passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access
to Harvard athletic and fitness facilities, libraries, campus
events, credit union, and more, as well as discounts to various
types of services (legal, financial, etc.) and cultural and leisure
activities throughout metro-Boston.
Hybrid (partially on-site, partially remote)
LinkedIn Recruiter Tag (for internal use only)
Work Format Details
This is a hybrid position that is based in Massachusetts.
Additional details will be discussed during the interview process.
All remote work must be performed within one of the Harvard
Registered Payroll States, which currently includes Massachusetts,
Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia,
Illinois, Maryland, New Jersey, New York, Virginia, Washington, and
California (CA for exempt positions only). Certain visa types and
funding sources may limit work location. Individuals must meet work
location sponsorship requirements prior to employment.