"Assistant Director of Engagement"

The Assistant Director of Engagement is responsible for the planning and implementation of events for the Office of Alumni Relations and Resource Development (ARRD) at Harvard Kennedy School. Executes all logistics for events including liaising with faculty, senior leadership, donors, and alumni, managing event budgets, and providing direction to staff, vendors, and event volunteers. The position also works closely with colleagues within ARRD and across HKS on invitee development, attendee acquisition, event planning, event collateral production, and event attendee follow up. The Assistant Director reports to the Managing Director of Strategic Engagement and Financial Management.

Job-Specific Responsibilities:

• Drives the execution of ARRD’s meetings and events locally, nationally, and internationally. Leads events onsite, remotely, and supervises relationships with vendors, including drafting event flows, managing event budgets and negotiating vendor costs and contracts.
• Works regularly with Principal and Major Gifts Team, HKS Fund, and Alumni Relations team members to develop event project plans as well as plan and implement a yearly engagement calendar.
• In partnership with the Managing Director of Strategic Engagement and Financial Management, manages the execution of engagement activities for key donor groups, including the Dean’s Council, the Dean’s Executive Board, and other School and development activities. Ensure all event details are completed at the highest level with minimal oversight. This includes managing the event-related work of the Engagement Coordinator, as well as training and delegation of assigned tasks.
• In partnership with the Director of Alumni Operations, manages the execution of event logistics for Reunion and other alumni events hosted by ARRD. Ensure all event details are completed at the highest level with minimal oversight. This includes managing the event-related work of the Alumni Affairs Specialist, as well as training and delegation of assigned tasks.
• Provides leadership and quality control for all event management and execution; this involves building project management software templates, creating project timelines and budget preparation; supervising design and production of invitations and other printed materials; managing event logistics and program coordination; overseeing event tracking and developing post event reporting and analysis.
• Supervises drafting of briefings for events by the Engagement Coordinator and other ARRD colleagues, provides event flow outlines for briefings, liaises with fundraising/program staff and communications to ensure talking points and event materials are prepared.
• Works closely with the Communications Team to ensure event messaging, content, and activities are aligned with donor engagement goals.
• Provides day-of leadership for events, including directing work of volunteers, faculty, students, and staff for all ARRD events.
• Plans and schedules post-event debrief meetings with key stakeholders and formulates debrief reports and recommendations for future activities.
• The above covers the most significant responsibilities of this position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

Working Conditions: Primary work takes place in an office environment. Some tasks may require being on campus or in other off-site locations for a period of time and some lifting of boxes or light equipment is required. Sitting or standing for periods of time. Some repetitive motion.

Qualifications:

Basic Qualifications: Minimum of 5 years of experience in event planning and program management of donor and alumni engagement activities or comparable experience.

Additional Qualifications and Skills:

• Must have a proven track record managing complex events, especially those that involve interacting with high level donors and volunteers.
• Proven ability to work across functional areas, dynamic teams, and contracted vendors, both domestic and international.
• Strong knowledge of MS office suite, project management software, experience with web and email technology, virtual event platforms experience using databases, ability to learn new technology quickly.
• Strong written and oral communication skills.
• Knowledge of University systems, academic communities and interest in current public policy issues is an added plus.
• Willingness to work nights and weekends as needed is required.
• This role has minimal travel, but some may be required.

Key competencies: Action oriented, dealing with ambiguity, discretion, creativity, interpersonal savvy, organizing, priority setting, drive for results, planning, perseverance, composure, informing, technical learning, peer relationships, problem solving, learning on the fly, comfort around higher management.