"Events & Engagement Coordinator"

Events & Engagement Coordinator

Company: Harvard University

Job Location:

Category: Conference and Events Administration

Type: Full-Time

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Wyss Institute at Harvard University?

The Wyss Institute's mission is to transform healthcare and the environment by emulating the way nature builds. We harness the imagination of academia and the focus of industry to translate ground-breaking technologies into commercial products that solve big problems. We support research that universities, companies, and venture capital firms don't fund because they view it as too risky. We prefer to use the word "challenging," and we love challenges. For more information discover our technologies, catch up on our recent news, or watch our latest videos.

Job Description

Job Summary:

The Wyss Institute for Biologically Inspired Engineering at Harvard University seeks a talented and enthusiastic individual to join our events team as an Events & Engagement Coordinator. This person is the tactical engine of the events team, responsible for the flawless execution of logistics for the department's diverse portfolio. This role supports the Director of Events in implementing the "Experience-First" strategy by managing vendor coordination, attendee data, and on-site production for signature events and community micro-engagements.

About You:

You are a collaborative, impact-focused problem solver who wants to be part of a dynamic team dedicated to creating and commercializing novel approaches to global challenges in healthcare and sustainability. You want the opportunity to innovate and apply your creative problem-solving skills and high attention to detail to projects in a fast past-paced, entrepreneurial environment. You strive for flawless execution and excellence in everything you do. You enjoy working with highly motivated, diverse teams and leveraging your expertise to support the innovations that can change the world.

About the Role:

Reporting to the Events Manager, the Events & Engagement Coordinator will work closely with the Wyss Institute Faculty and staff to plan, coordinate, and execute events across the Institute. You will coordinate event-related plans, timelines and logistics including location details, speaker arrangements, accommodations, on-site staffing, travel, transportation, parking, registration, catering, audio-visual and other technical requirements. You will work closely with events teams across Harvard and other Collaborating Institutions to publicize events through e-mail, printed mailings, posters, ad placement, and/or other appropriate venues, generate mailing lists and invitations to the appropriate event guests and invitees, prepare packets and distributable materials. You will also coordinate event set-up and takedown storage. You will help maintain event budgets set by the Events Manager, reconcile expenses and process reimbursements. Some evening and weekend work may be required as dictated by the events' schedules.

What you'll do:

• Coordinate all logistical aspects of assigned events, including venue booking, catering, AV, and transportation.
• Develop and implement effective marketing campaigns to promote events and attract target audiences.
• Support the registration lifecycle within platforms like Splash or HubSpot to ensure a seamless digital experience for all guests. Maintain accurate VIP lists and track special requests to support high-touch personalization for key attendees.
• Research and recommend qualified vendors for event services, including catering, rentals, entertainment, and printing. Act as the day-to-day point of contact for vendors to ensure service delivery matches established experience design standards
• Track expenses against the event budget, process invoices, and prepare financial reconciliations to ensure fiscal responsibility.
• Work in collaboration with the Event Manager to execute the post-event audit process by aggregating attendee data, survey results, and budget actuals immediately following events.

Working Conditions:

• The ability to work after regular hours and on weekends on occasion is required for this role.

Qualifications

What you'll need:

• 3 or more years of experience in planning, managing and executing events required. Education beyond high school may count towards years of experience.

Desirable Skills:

• Bachelor's degree in Communications, Social Sciences or a related field is strongly preferred.
• Prior experience in philanthropic planning is preferred.
• Communication & Relationship Management:
  • Outstanding written, oral, and interpersonal skills with the ability to build strong relationships within a vibrant, multi-cultural, and multi-disciplinary community.
  • Demonstrated ability to interact effectively with the public and stakeholders at all levels of the organization.
• Project Management & Agility:
  • Proven ability to manage multiple complex projects simultaneously in a fast-paced, dynamic environment while meeting strict deadlines.
  • Strong organizational skills with the ability to prioritize competing demands under pressure.
• Client Service & Diplomacy:
  • Exemplary customer service mindset with the ability to handle sensitive interactions with diplomacy, tact, and confidence.
  • Ability to maintain a high level of professionalism and service when dealing with internal leadership and external guests.
• Initiative & Operational Efficiency:
  • Self-motivated and creative problem solver who takes initiative to define and implement new processes and procedures.
  • Ability to work independently with exceptional attention to detail, while also collaborating effectively within a team structure.
• Technical Aptitude:
  • Working knowledge of Microsoft Office Suite.
  • Strong willingness and aptitude to learn new software, tools, and skills as the role evolves.

Additional Information

• 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

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.