Events and Outreach Coordinator

Details

Posted: 08-Apr-24

Location: USA - MA - Cambridge

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 65394BR

Job Summary

Reporting to the Executive Director, the Events and Outreach Coordinator is responsible for managing the multifaceted logistical coordination for dozens of public and internal events. The Events and Outreach Coordinator will help the Institute of Politics (IOP) to refine, grow, and analyze strategic audiences across multiple programs.

The successful candidate will possess:

• Demonstrated experience planning and coordinating events of varying sizes, audiences, and format.
• Prior experience working in academia, politics, government, or public service.
• The ability to establish professional relationships with colleagues and external stakeholders across all levels of seniority with diplomacy, poise, and tact.
• Motivation, resourcefulness, and initiative, the ability to meet deadlines, and track multiple projects and deliverables.
• A problem-solving, creative, and can-do mindset.
• The ability to adeptly communicate with and provide exceptional customer service to a broad range of IOP and Harvard Kennedy School (HKS) stakeholders including IOP leadership, faculty, students, and distinguished guests.

The Events and Outreach Coordinator must be able to work a variable schedule that may include overtime. This position will staff events, some of which occur in the mornings, evenings, and infrequent weekend events during the academic year.

Position Description

Working closely with the IOP Executive Director, the Events and Outreach Coordinator's responsibilities will primarily fall into two categories:

Event Management

• Building and extending invitations and guests lists.
• Serving as the liaison between senior staff and invited guests to discuss format and event content.
• Preparing written briefings for invited guests and being responsible for follow up.
• Managing travel, accommodations, and other correspondence with IOP guests including high profile elected officials, journalists, practitioners, and academics.
• Drafting staffing plan and working closely with IOP senior staff to oversee the events, including set up & clean up.
• Coordinating with facilities, media services, photographers, and other vendors.
• Ordering catering, preparing signage and name tents.
• Processing reimbursements, database management and upkeep of all guests.
• Assisting with coordination and implementation of JFK Jr. Forum Events (60+ annually).
• Working closely with IOP student leadership and serving as a liaison between senior staff and student committee.
  

Outreach and Audience Management

• Building and maintaining an outreach and audience management system.
• Monitoring and updating existing contacts and listservs.
• Coordinating audience-building efforts among various programs.
• Researching and identifying new audiences.
• Developing and tracking analytics.
• Other duties as assigned.
  

Basic Qualifications

Minimum of 4 years of event management experience required.

Additional Qualifications and Skills

If you have some, but not all of the following, we encourage you to apply; we value employees with a willingness to learn:

• Bachelor's degree or coursework in government, political science, public policy, or similar topic is helpful.
• Prior event planning, program management, and communications experience strongly preferred.
• Prior experience working in a political, government, or academic setting strongly preferred.
• Superior organizational skills and demonstrated ability to work independently, handle multiple tasks simultaneously, and a attention to detail.
• Candidate should have strong skills in written and oral communication, research, and proofreading.
• Sound judgment, a high-level of discretion, and the ability to manage confidential information.

Additional Information

Learn more about our work culture and see yourself at Harvard Kennedy School.
We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.
This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager and based on the events schedule.
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.
Salary Range: $64,051 - $101,923
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

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