Events & Engagement Coordinator at Harvard University – Boston, Massachusetts

002305SR
School/Unit Wyss Institute at Harvard University
Job Function General Administration
Location Boston
Job Type Full-time
Salary Grade 054
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment No

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 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.

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.

• 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

Why you’ll like working with us:

At the Wyss Institute, you’re a member of a supportive, dynamic community that is united by its shared goal of changing the world through groundbreaking technology development and commercialization. We encourage your professional growth and development through mentorship and tuition reimbursement to support continued learning, and more. We also support your physical, financial, and mental well-being through generous time off benefits, gym reimbursements, and other programs offered through Harvard. Our facility is located in a new, state-of-the-art life sciences building in the lively Fenway neighborhood, where you have access to multiple amenities including a roof top terrace with stunning views of Boston and proximity to numerous restaurants and cultural attractions. We value an inclusive and diverse workforce, and believe that our differences enrich the work environment for all.

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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.