Events Coordinator at Harvard University – Cambridge, Massachusetts

002692SR
School/Unit Harvard Faculty of Arts and Sciences
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 054
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment Yes

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 Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

About the Mittal Institute
The Mittal Institute at Harvard University is a global research center dedicated to advancing interdisciplinary scholarship and fostering real-world solutions to pressing global challenges. The Institute works with faculty members, students, and in-region institutions and experts to advance and deepen the understanding of critical issues shaping South Asia and its global impact. Through academic programs, fellowships, public events, and collaborative partnerships, the Institute brings together diverse communities to promote knowledge, dialogue, and actionable impact.

Position Summary
The Event Coordinator will play a key role in supporting the planning, coordination and execution, of a wide range of Institute events, including lectures, symposia, workshops, fellowship activities, seminars, community gatherings, and public programming. This position ensures that all events are delivered professionally, efficiently, and in alignment with the Institute’s mission and high standards. The Event Coordinator reports to the Assistant Director for Programs and works closely with faculty, staff, students, fellows, and external partners to create engaging, inclusive, and impactful event experiences. The tasks encompassed in this position are broad and varied. They include, but are not limited to:

Job-Specific Responsibilities:

Event Coordination:

• Coordinate end-to-end logistics for Institute events, including planning timelines, reserving event spaces, managing vendors, arranging audiovisual support, coordinating catering and transportation, and ensuring effective hospitality and post-event follow-up.
• Coordinate event communications in collaboration with the Communications team, including invitations, RSVP and registration tracking, event website listings, confirmations, reminders, and post-event follow-up.
• Serve as a primary point of contact for event participants, speakers, guests, and vendors, providing professional support and clear communication before, during, and after events.
• Occasionally, may work with the Executive Director and senior leadership on the coordination of the non-public events for friends and supporters of the Mittal Institute.
• Provide on-site event support, including check-in, troubleshooting, and coordination with staff and vendors.
• Coordinate room layouts and space setups in compliance with Harvard and Institute policies.
• Assist with virtual and hybrid events, including platform setup (e.g., Zoom), registration management, and audiovisual coordination.
• Maintain and update event databases, calendars, and documentation.
• Prepare event budgets, track expenses, and assist with financial reconciliation.
• Support administrative processes related to events, including purchase requests, contracts, and reimbursements.

Student Support

• Coordinate the Graduate Student Associate Program for graduate students affiliated with MI, managing application and renewal processes, and organizing related program events.
• Support the student organizations associated with the Mittal Institute.
• Support the Seed for Change Prize by coordinating faculty review committees and serving as a primary point of contact for applicants.
• Assist with the biannual student grant cycles and serve as backup as needed.

This is a full-time, hybrid position based in Cambridge, MA. Must be on campus for event set-up and on-site support. Additional information regarding flexible work arrangements will be provided during the interview process.

Flexibility to work on occasional evenings and weekends as required by event schedules.

Basic Qualifications:

At least 3 years of professional experience in event coordination, logistics management, or related roles in an academic or higher education setting

Additional Qualifications and Skills:

• Bachelor’s degree preferred.
• Experience supporting academic, research, or public programming in a higher education or nonprofit environment preferred.
• Familiarity with Harvard administrative processes, policies, and event procedures preferred.
• Excellent organizational, time management, and multitasking skills, with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills, with the ability to interact professionally with faculty, students, staff, and external partners.
• Demonstrated ability to coordinate logistics, manage timelines, and support events from planning through execution and post-event follow-up.
• Proficiency with technology and office software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), virtual event platforms (e.g., Zoom), and database or event management systems.
• Ability to quickly learn and navigate institutional systems and event management tools.
• Collaborative team player with the ability to work effectively across departments and with diverse stakeholders.
• Strong problem-solving skills and the ability to adapt in fast-paced event environments.
• Commitment to fostering inclusive and welcoming environments for diverse communities.
• Flexibility to work on occasional evenings and weekends as required by event schedules.

• Appointment End Date: 2 Years from start date with the possibility of renewal
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate: $65,000 - $70,000
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

This is a benefits-eligible, two-year term appointment, with the possibility of renewal based on performance and organizational needs

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.

Benefits

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.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.