"Events Logistics Coordinator"

Job Summary

The Harvard Ukrainian Research Institute (HURI) organizes on-campus and virtual programming for the Harvard community, Ukrainian studies scholars, and the public. Events include international conferences, weekly seminars, special lectures, meetings with government officials, and cultural events. The Events Logistics Coordinator works with the Programs Manager to ensure smooth event operations, under the supervision of the Executive Director. Responsibilities include logistical organization, creating event materials, arranging accommodations, transportation, dining, audio-visual needs, sending invitations, and intra-Harvard outreach. The role requires proactive work in a fast-paced environment, maintaining an events database, creating web listings, collecting speaker information, and handling follow-up tasks. Overtime, including evenings and weekends, may be required.

Job Specific Responsibilities

A. Event Logistics

• Work with HURI Programs Manager to plan and execute event logistics on-site.
• Coordinate facilities, media services, catering, hospitality, travel, transportation, rental equipment, and university services; reserve event space, manage media resources, and set up audio-visual requirements.
• Reserve event venues using RoomBook and coordinate with Harvard operations teams.
• Arrange travel and lodging for presenters and guests.
• Communicate with organizers, participants, and providers to confirm details.
• Provide information to attendees and address concerns.
• Maintain event records for reporting and future use.
• Support virtual events, including Zoom webinars and livestreaming.

B. Event Publicity

• Work with Communications Manager and Programs Manager for event promotion.
• Maintain HURI web event calendar, event pages, and social media; assist with announcements in various platforms.
• Produce weekly event emails, digital and print posters; maintain lists of upcoming events.
• Assist with communications for special events.

C. Compliance

• Update and maintain speaker release forms.
• Stay informed on Harvard events and travel policies.

D. Administrative Support

• Carry out other duties as needed, including light lifting.

Working Conditions

Working at a desk in an office and at event venues.

Physical Requirements

Light lifting (up to 25 pounds) will be required.

Qualifications

Basic Qualifications

• 2+ years of administrative experience; a combination of education and experience may be considered.
• At least one year of related experience.

Additional Qualifications and Skills

• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent oral and written communication skills in English.
• Strong administrative, organizational, and problem-solving skills with attention to detail.
• Ability to handle multiple tasks independently and meet deadlines.
• Experience with technology and multi-media equipment.
• Coursework in Slavic studies and Ukrainian language skills preferred.
• Prior Harvard experience and knowledge of Harvard systems preferred.
• Experience with Adobe Creative Cloud, including InDesign, preferred.
• Ability to develop collaborative relationships.

Additional Information

Standard hours: 35 per week. No visa sponsorship. Pre-employment screening: Identity. Hybrid work with a minimum of 3 days on campus. Work format: Based at Harvard campus with remote options, within specified states.