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Event Planner
Harvard University in Cambridge, Massachusetts
 
 
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Date Posted 10/01/2021
Category
Admin-Conference And Events Administration
Employment Type
Application Deadline Open until filled
 
 
 
 
 

Job Summary

The Davis Center for Russian and Eurasian Studies seeks a highly motivated, well organized, detail-oriented individual to coordinate all aspects of events planning.

The Center hosts a broad and diverse portfolio of on-campus and virtual programming that engages scholars who study Russia and Eurasia, K-14 educators, and the general public. Events include international conferences, teacher workshops, seminars, immersive simulation-based war games, meetings with high level elected officials and other VIPs, student-initiated workshops, film series, public lectures, cultural performances, and visual exhibits. In addition to these outward facing events, this position also coordinates logistics for Advisory Board and other business-related meetings, and events that encourage community-building within the Center such as receptions, alumni reunions, social gatherings, and staff retreats. The Event Planner participates as a member of the administrative support staff to ensure that Center operations run smoothly and efficiently.

The Event Planner is responsible for all event details including logistical organization, budget planning and oversight, preparation of conference materials, accommodations, transportation, registration, dining, audio-visual and other technical requirements, invitations, printed materials, contracts and agreements, and staffing of events. Researches and negotiates with conference venues, hotels, other vendors. Serves as principal administrative resource and contact on programs and events. Maintains database of events and create web listings for events. Provides information for the online calendar and biweekly newsletter; gathers and prepares materials for publicity and event handouts for communications team. Also responsible for event follow-up including reimbursement and honoraria processing, budget and credit card transaction reconciliation. As a member of the core administrative team, contributes to other onsite program development and coordination as needed. Some overtime, including evening and weekend work will be required, as determined by the events schedule.

This position reports to Associate Director for Programs.


Job-Specific Responsibilities

Event Coordination

  • Work with event chairs and organizers to plan event logistics; manage events on-site.
  • Provide advice on how to organize and structure an event to maximize success in meeting event goals and objectives.
  • Coordinate facilities, media services, catering, hospitality, travel, transportation, rental equipment, university service departments and other service providers.
  • Manage space logistics: room booking, catering, materials, multi-media resources.
  • Support the production of virtual events, including livestreaming event content.
  • Provide coaching for speakers on both the technical and production elements of using digital event platforms.
  • Coordinate travel plans with seminar speakers, make travel and hotel arrangements.
  • Responsible for audio-visual set-up; liaise with MTS or outside vendors on AV setup.
  • Communicate regularly in writing with event organizers, participants, and service providers to ensure all details are accurately shared and confirmed.
  • Research, develop, and participate in events-related digital initiatives, including recordings for website, securing and filing speaker release.
  • Provide information to and answers questions for event attendees.
  • Prepare events written materials.
  • Draft communications for Davis Center leadership use.
  • Identify staffing needs, create and communicate staffing plans and timelines for large events, recruit additional staff and temp assistance to help.
  • Schedule and facilitate team events-planning meetings; compile and distribute agendas and meeting minutes.
  • Schedule and facilitate event de-briefings, identify event successes and areas for improvement. Handle event wrap-up and record keeping responsibilities.
  • Serve as comprehensive events-planning resource for other staff with regard to US, Harvard, Davis Center financial and legal issues, policies; general events planning/logistics.
  • Research and evaluate viability and best strategies for future/proposed events in US and abroad.
  • Research and develop official Davis Center events-related policies and procedures in coordination with Davis Center events team.
  • Maintain events records/filing (e.g. events paraphernalia, event details and attendance records) for internal and external reporting, evaluation, and future use.

Communications and Publicity

  • Collect and edit content for Davis Center calendar and newsletter.
  • Maintain and update Davis Center events-related web pages.
  • Create and disseminate other event advertising, such as announcements in the Gazette or other media platforms, email invitations, or other avenues as needed.
  • Work closely with communications team on overall public relations strategy, social media, and other event-related communications.

Finance/Administration

  • Communicate reimbursement and honorarium policies and procedures to seminar leaders and speakers; provide appropriate forms; review and process paperwork for finance team.
  • Forecast/draft budgets for future events and related grant proposals, ensure that expenses are kept within the established budget.
  • Track expenses and communicate spending reports to event chairs.
  • Triage complex/unusual financial situations with Davis Center and Harvard financial teams.
  • Negotiate and sign contracts with vendors (hotel, catering, restaurants, media services, etc.).
  • Record keeping and documentation.
  • Update policy/procedure manual, train staff on the effective coordination of event planning.

Compliance

  • Responsible for updating and maintaining release forms.
  • Stay well informed on physical and digital accessibility regulations. Ensure all events meet Harvard requirements.
  • Liaise with various Harvard offices on policy issues. Includes: Harvard University Police, Procurement, Alumni Relations, Marshal’s Office, Office of General Counsel.  

Administration

  • Support staff travel for work related activities.
  • Provide front desk coverage when needed.
  • Other duties and responsibilities in support of Davis Center activities as needed.

Basic Qualifications

5+ years’ relevant work experience.


Additional Qualifications and Skills

  • Attention to detail and good communication and interpersonal skills are essential.
  • Must be highly organized, flexible, and able to handle multiple tasks.
  • Must be able to work independently with minimal supervision and to meet multiple deadlines in a busy office.
  • Good working knowledge of current office systems including PC and Mac and proficiency with Microsoft Office and the Google suite is required, familiarity with database management helpful.
  • Experience and comfort working with digital technology and multi-media equipment.   Experience with technology for remote and hybrid events, data projectors, PowerPoint and similar instruments, helpful.
  • Russian language skills or region-based experience helpful, but not required.
  • Some light lifting required. Some overtime and evenings required.

Physical Requirements

Some light lighting for events. 


Working Conditions

COVID Vaccine Policy
Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .


Additional Information

The Davis Center for Russian and Eurasian Studies exists to advance scholarship in all fields of Russian and Eurasian studies at Harvard. The Center does this in many ways: administering a master's program in regional studies, sponsoring seminars and conferences, supporting faculty and student research, maintaining the Davis Center Collection at Fung Library, hosting postdoctoral fellows, visiting scholars, and associates in research, publishing a journal on the Cold War, and sponsoring outreach to K-14 educators and students and the broader community. To learn more about the Davis Center visit our website at https://daviscenter.fas.harvard.edu/ . 


Job Function

General Administration


Location

USA - MA - Cambridge


Job Code

403040 Coordinator II


Union

55 - Hvd Union Cler & Tech Workers


Pre-Employment Screening

Identity


EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.


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