Events Coordinator

at  Harvard University

JOB SUMMARY

The Department of Organismic and Evolutionary Biology (OEB) seeks a proactive and experienced Events Coordinator to organize and execute the department’s event programming under the direction of the executive director and other administrative staff within OEB, and in coordination with affiliated institutions including the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH).

POSITION DESCRIPTION

Reporting to the Associate Director of Administration, the Events Coordinator will provide administrative, logistical, and creative support for the department’s wide array of events including academic conferences, meetings and seminars, retreats, symposia, and other department-wide social events. This person will work with faculty, staff, students, and postdocs across OEB, the MCZ, and the HUH, to help plan events for the community. They will establish key relationships with stakeholders to ensure a full understanding of their event needs and meet regularly with stakeholders throughout every stage of planning.
Responsibilities for the Events Coordinator include but are not limited to the following: developing timelines; maintaining the department’s events calendar; securing venues; coordinating logistics including travel and lodging with invited speakers, and proactively anticipating their needs; serving as liaison with faculty, other departments, as well as university and external contacts; assisting with preparation of event programs and other event materials; managing virtual events (Zoom setup, behind-the-scenes help; Q&A management); securing honoraria payments; reviewing and approving vendor invoicing. This position will be in charge of coordinating several seminar and lectureship series, including the OEB Seminar Series, the Prather lectures organized in collaboration with the Molecular and Cellular Biology (MCB) department, and the Plant Biology Initiative’s annual symposium. The Events Coordinator will also work closely with the OEB Diversity, Inclusion and Belonging (DIB) Committee members to support DIB specific events and initiatives. Additionally, this position will oversee or contribute to special projects as required and will perform other relevant duties and responsibilities as assigned to support the OEB department and affiliated institutions. This position is fully on-campus.

BASIC QUALIFICATIONS

Minimum five years of progressive events management experience. Education may count towards experience.

ADDITIONAL QUALIFICATIONS AND SKILLS

Bachelor’s degree or relevant coursework in hospitality management; excellent organizational, interpersonal, and problem-solving skills; attention to detail, and the ability to work independently as well as part of a team; demonstrated project management, negotiation, and written & verbal communication skills; prior budgetary responsibility, as well as understanding of financial policy and transactions; a strong commitment to customer service and experience working in an academic setting.

PHYSICAL REQUIREMENTS

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

Please refer the Job description for details