Staff Assistant, Events Jobs

Alumni Affairs and Development (AA&D)
Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

AA&D Resources
AA&D Resources encompasses teams that support all units across AA&D plus all schools and units across the University. AA&D Resources includes Technology and Support Services, Business Process and Operations, Alumni and Development Services (ADS), Administration and Finance, Events, Communications Creative Services, Research and Prospect Management, Human Resources, and the AA&D Talent Program.

This is a non-exempt position that provides support for assigned events in the Alumni Affairs and Development Office. This Staff Assistant will work as part of a dynamic team to produce a diverse portfolio of mainly development related events. Key responsibilities of the position include the creation and management of event databases, the tracking of responses, and production of event materials including invitation envelopes, nametags, place cards, printed confirmations, etc. Additionally, the Staff Assistant is responsible for large mailings and facilitating event follow-up. Most importantly, this is a service-related role that will provide on-site event responsibilities supporting a team and will have some interaction with vendors and attendees who are primarily University alumni and donors. Teamwork, flexibility, rigorous attention to detail and organizational skills are essential in this role. This is an excellent opportunity for someone interested in exploring event management as a possible career path. This position’s responsibilities also include some administrative duties.

• Coordinate all assigned event mailings (via multiple media) including save-the-date, invitation, reminder, confirmation, and post-event follow up.
• Handle various additional assignments at events as directed by event managers.
• Communicate with guests via multiple methods (by phone, in writing, via email, and at events, etc.)
• Provide on-site service and support at all events managed by the team.
• Contribute to assigned, department-specific special projects, which could include refining or developing organizational systems, processes, and department statistical reports.
• Design and produce production materials (name tags, place cards, tent cards, attendee lists, diagrams, event signage, etc.) as well as reports as needed throughout the planning process.
• Create and maintain databases of event invitees in Filemaker Pro (FMP), the team’s principal data management tool. Collaborating with planning partners to create invitation pools, further duties include creating tracking systems (FMP layouts, web registration pages, etc.) for each event, recording guest responses, and creating reports that showcase event status and results.
• Supports any other event and project work as needed by team.
• Proof event materials before distribution for events.
• Respond to event-related questions from staff, faculty, vendors, students, and guests.

• Job requires standing for long periods of time and the ability to lift and carry heavy objects.
• Overtime required (can be significant during peak periods) including evenings and weekends.
• 1 or more years of office experience.
• Knowledge of PCs and specifically of Microsoft Office programs (Word, Excel and PowerPoint is essential).

• A willingness and comfort receiving further training in FMP and other software.
• Excellent verbal and written communication skills, interpersonal skills, and phone/email manner.
• Intermediate/advanced FMP skills a plus.
• College degree or related experience in higher education preferred.

• Strong grammar, spelling and proofreading skills are essential. Precise attention to detail.
• Strong organizational skills.
• Ability to work well on a team, often under pressure and interact with staff, faculty, vendors, and guests professionally and with discretion as appropriate.
• Ability to utilize judgment to prioritize work under multiple deadlines and to deal with frequent changes and problem solving.

• This position requires a 3 month orientation and review period.
• Please include a cover letter with your application.

Why AA&D?
We are a dedicated team of 400 alumni affairs and development professionals supporting Harvard’s advancement activity through roles that include front-line fundraising, alumni and volunteer engagement, technology, events, communications, prospect management and research, business process, talent management and many other areas.

Harvard’s Alumni Affairs and Development team inspires and galvanizes alumni, friends, and members of the University community to support Harvard through philanthropy, governance, and active engagement. AA&D believes a workplace that reflects the diversity of our society and our ever-evolving University constituency makes us a stronger and more effective organization. Our goal is to create an environment of respect that values the many talents, perspectives, and experiences of our community, to deliver the strongest possible results by incorporating diverse perspectives into our daily work, and to make AA&D a great place to work for everyone. AA&D strives to live our values of respect, inclusion, trust, collaboration, innovation and sharing of information in our daily interactions and our work.

To learn more about our Alumni Affairs and Development team, please visit our website at https://alumni.harvard.edu/careers.

To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/.

Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.

COVID-19 Vaccination Information:
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.

Alumni Affairs and Development, General Administration

USA - MA - Cambridge

403033 Staff Assistant III

Hybrid (partially on-site, partially remote)

Alumni Affairs and Development

-

Full-time

053

55 - Hvd Union Cler & Tech Workers

Identity

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.