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Events Assistant, Common Spaces – Harvard University – Cambridge, MA


Company: Harvard University

Location: Cambridge, MA

  • Full Time

Harvard University

Job Code

403033 Staff Assistant III

Duties & Responsibilities

Reporting to the Associate Director of Common Spaces, the Events Assistant is responsible for helping to coordinate facets of the public programs sponsored and co-sponsored by Harvard Common Spaces at the Smith Campus Center and the Science Center Plaza (120 +/- programs and special events/year) in addition to event support for booked conferences and events at the Smith Campus Center. These programs include concerts, film screenings, lectures, panel discussions, receptions, and other special programs. Responsibilities include providing administrative and event support for the Crossroads series, creating and posting event signage, coordinating with facilities staff on event set-ups in space and reviewing/confirming floor plans and conducting other administrative tasks as assigned by the Associate Director.

Duties and Responsibilities:

  • Supports Smith Campus Center Program Coordinator and Plaza Program Coordinator on program logistics needs pertaining to event set-ups, catering, run-throughs, and staffing.
  • Staffs programs and reviews event set-ups by custodial staff
  • Greets and support users in the space, ensuring their space and set-up needs are fully addressed
  • Handles phone and email inquiries from students, faculty, guest speakers, staff, vendors and the general public
  • Handles event-related purchasing, processes invoices and reimbursements, and tracks program expenses
  • Manages inventory of event-related program and reception supplies
  • Conducts basic research on speakers and program topics as directed
  • Manages the tabling request process for the Smith Campus Center
  • Maintains the Smith Campus Center game cart and coordinates schedule of use within the space
  • Handles basic AV set-ups as directed by Program Coordinators

Basic Qualifications

Business training beyond high school with three or more years of event planning or coordination experience. Education beyond high school may count toward experience.

Additional Qualifications

  • College degree preferred or equivalent and relevant work experiences
  • Prior experience in an academic setting or cultural institution preferred; prior experience in a program, administrative, or financial assistant position preferred
  • Proficient in Microsoft Office Suite applications (Word, Excel, PowerPoint)
  • Excellent written, oral, and interpersonal communication skills
  • Outstanding organizational skills
  • High standards of accuracy and attention to detail
  • Ability to multitask and maintain positive, helpful attitude
  • Comfort and interest in financial and administrative activities
  • Occasional heavy lifting is required – candidates must be able to lift 30 lbs.

Additional Information

Schedule is Tuesday through Saturday, 40 hours per week with a flexible schedule based on the calendar of events.

Job Function

General Administration

Location

USA – MA – Cambridge

Department

104067

Time Status

Full-time

Union

55 – Hvd Union Cler & Tech Workers

Salary Grade

053

Pre-Employment Screening

Education, Employment, Identity

Schedule

Tuesday-Saturday, 40 hour flexible schedule based on events on calendar

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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