"Collaborations & Events Coordinator, Bloomberg Center for Cities"

Job Description

The Bloomberg Center for Cities at Harvard University serves a global community committed to improving public management, leadership, and governance. The Center's cross-Harvard collaboration unites expertise focused on cities across disciplines and schools to produce research, train leaders, and develop resources for global use. The Center is designed to have practical impact on the future of cities, where more than half of the world's people now live, by informing and inspiring local government leaders, scholars, students, and others who work to improve the lives of residents around the world.

The Bloomberg Center hosts a robust portfolio of events and convenings that provide a platform for scholars, students, experts, and city leaders from around the world. Events range from small roundtables to major conferences and are key to our mission of translating knowledge into action.

The Coordinator is a vital member of the Collaborations Team who will support the Bloomberg Center's expanding slate of events and its growing body of partnerships. Reporting to the Director of Events and Convenings, the Coordinator will manage critical administrative and logistical elements to ensure seamless planning and execution. This is a hands-on role that requires exceptional attention to detail, strong communication and customer service skills, and the ability to coordinate across multiple departments-all in service of delivering successful event production.

This position is primarily based on-site to support effective event execution. Occasional remote may be available when duties permit and with supervisory approval. Flexibility is provided as appropriate, but regular in-person presence is a requirement.

Job-Specific Responsibilities:

Event Logistics and Coordination

• Coordinate logistics for a range of events including lectures, roundtables, convenings, and conferences.
• Manage scheduling and room reservations using Harvard's internal systems.
• Liaise with internal partners to arrange catering, room setup, signage, and furniture needs.
• Assist with on-site logistics during events, ensuring seamless execution and providing real-time support.

Communications and Materials

• Collaborate with the Communications Team to develop, print, organize, and distribute branded materials, such as signage, programs, name tags, and other collateral.
• Assist in the preparation and dissemination of event communications (e.g., invitations, confirmations, reminders).
• Ensure speakers and participants receive necessary materials and briefings ahead of time.

Administrative Operations

• Maintain and update the Center's master events calendar.
• Track event-specific information and data, supporting post-event evaluation processes.
• Manage vendor relationships and place service and supply orders as required.

Collaboration and Stakeholder Engagement

• Develop and sustain productive relationships with key departments including Facilities, Dining Services, Security, IT, and Media Services.
• Work closely with the Director and Senior Events Manager to implement event strategies and processes.
• Participate in planning meetings and team briefings to align expectations, timelines, and priorities.
• Support the collaborations team by attending stakeholders meetings and taking notes, executing follow-up tasks, conducting desk research on potential and current partners, and maintaining accurate records.
• Other duties as assigned in support of the collaboration team and center events.

Working Conditions:

Physical Requirements:

(Details not specified in main content.)

Qualifications

Basic Qualifications:

Bachelor's degree or equivalent experience and 3+ years of experience in event planning, executive management, coordination, or operations in a professional setting.

Additional Qualifications and Skills:

• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Demonstrated attention to detail and ability to manage multiple priorities effectively.
• Proven ability to work independently while also contributing to team goals.
• Strong interpersonal and customer service skills, especially in interfacing with senior leaders and external guests.
• Experience working in a university or academic setting.
• Familiarity with room booking, event registration platforms, or customer relationship management tools.
• Demonstrated experience with technology including A/V setups; training on specific systems or equipment will be provided.
• Ability to adapt quickly to changing circumstances and needs.
• Must be able to work evenings and weekends as needed.
• Demonstrated ability to produce and manage all the details of high-quality, successful events for a range of audiences.
• Ability to manage multiple team and external requests at once; build an events calendar, checklists, and protocols to market and coordinate events successfully; follow review and approval sequences; and collaborate frequently, clearly, and diplomatically with team members and clients.
• Knowledge CRM and project management tools such as Salesforce and Airtable.
• Knowledge of Microsoft Office/Office 365.
• Some prior knowledge of livestreaming and event video management using Zoom, Facebook, Vimeo, and/or YouTube.
• A strong work ethic and resolute integrity.
• Excellent interpersonal skills that resonate with diverse audiences.
• This role requires in-person presence for all Center-hosted events, which may include evenings and occasional weekends.
• May require lifting event supplies and standing for extended periods during events.

Additional Information

• Appointment End Date: This is a fully benefits eligible term appointment through June 30, 2026, with the strong possibility of renewal.
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education
• Other Information: This is a full-time, on-campus position based in Cambridge, MA. Flexible remote work arrangements may be available with supervisory approval.

Harvard's Salary Ranges to view the corresponding salary range and related information.

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave, Medical, dental, and vision health insurance coverage starting on day one, Retirement plans with university contributions, Wellbeing and mental health resources, Support for families and caregivers, Professional development opportunities including tuition assistance and reimbursement, Commuter benefits, discounts and campus perks. Learn more about these and additional benefits on our Benefits & Wellbeing Page.