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Assistant Director of Special Events and Knowledge Management

Job Details

Job Summary

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

64273BR

Job Code

358057 Admin Pro/Indiv Contrib

Department Office Location

USA - MA - Cambridge

Business Title

Assistant Director of Special Events and Knowledge Management

Sub-Unit

Social Sciences

Appointment End Date

14-Jan-2027

Salary Grade

057

Time Status

Full-time

Union

00 - Non Union, Exempt or Temporary

Basic Qualifications

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 tools.
  • Experience using knowledge management, CRM, and event management platforms.
  • 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 management.
  • 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 software tools.
  • Fluency in Spanish or Portuguese strongly preferred.
  • Experience and interest in Latin America and the Caribbean a plus.
Additional Information

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 this position.

All formal written offers will be made by FAS Human Resources.

Department

David Rockefeller Center for Latin American Studies

Pre-Employment Screening

Education, Identity

Job Function

General Administration

Position Description

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 needed."

School/Unit

Faculty of Arts and Sciences

EEO Statement

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.

Physical Requirements

Ability to lift/move at least 50 lbs. required (involves setting up and breaking down chairs, tables etc.).

Commitment to Equity, Diversity, Inclusion, and Belonging

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.

Benefits

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 date.
  • 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.
Work Format

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.

Company

 Harvard FAS

The Faculty of Arts and Sciences is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s PhD. programs (the Graduate School of Arts and Sciences, founded in 1872). The 40 academic departments and more than 30 centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

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