Job Opening: Program Events Assistant, Harvard University

job opening - 5Institution: Harvard University
Location: Cambridge, MA
Posted 03/12/2015
Department: Belfer Center for Science & International Affairs
Education: BA preferred

Duties & Responsibilities:
The Events Coordinator reports to the Executive Director of the Future of Diplomacy Project (FDP) and plays a key role in planning and organizing multiple FDP events per week. The coordinator also designs and plans the practical implementation of large-scale conferences (300+ attendees) and event series, including the program’s weeklong issue based events – Europe Week and South Asia Week. S/he assists the Executive Director with the strategic planning and execution of the Fisher Family Fellowship program.

Main duties are events coordination, including:

Event Logistics: Drafting of invitation letters to high-level political and diplomatic figures; correspondence with their staff; hotel booking and meeting room reservations; event design, catering arrangements; assistance in design of materials for workshops and events (promotional materials and presentations); name tag and tent card preparation; attend and support events as needed, including occasional evening events; assistance with staffing co-curricular student events and dinners; handling post-event wrap-up, including thank you notes and reimbursements; tracking and analyzing event data.

Event publicity: Designing and distributing event posters; creation and coordination of online publicity of events through email and social media; use of online tools and expansion of existing database to manage invitations; event tracking and other details; work with colleagues in FDP and Belfer communications for event collateral; arrange for the media needs of each event, respectively.

Event documentation: Responsible for arranging photography and other media needs for all events; coordinate audio recordings of events to be used for FDP’s “Conversations in Diplomacy” podcast series; maintain post-event publicity through online posting of event write-ups.

Administration and support: Provide administrative support to the Executive Director as needed; maintain database systems, list-serves and calendars; general financial support for day-to-day operations and event expenses; coordinate all scheduling logistics for FDP meetings and events; assist with email and social media communications; order office supplies and participate in rotating office responsibilities with colleagues.

Basic Qualifications:
1-2 years of work experience in event planning or in an administrative role.

Additional Qualifications:
Bachelor’s degree preferred. International exposure and experience strongly preferred.

  • Proficient in advanced functions of Microsoft Office Suite, in particular, use of Microsoft Excel to analyze and display data, experience using databases
  • Early adopter of technology and ability to learn new software quickly
  • Proficiency/knowledge of Adobe Creative Suite (layout, video editing) for designing event flyers and posters a plus
  • Skilled in the use of social media tools such as Facebook and Twitter
  • Strong attention to detail
  • Able to problem solve and excellent organizational skills
  • Excellent customer service skills
  • Strong oral and written communications and mature and sophisticated composure, professional demeanor
  • Ability to work in a busy office with competing demands; not easily flustered nor easily overwhelmed by a high volume of activity and projects and displays integrity and trust with a demonstrated ability to handle highly confidential information
  • Demonstrated time management skills and ability to effectively and proactively handle multiple high-priority tasks with minimal supervision in a fast-paced environment
  • Demonstrated interpersonal skills, including the ability to work across teams and with a variety of projects and constituencies; ability to forge collaborative working relationships with diverse constituencies
  • Interest in international affairs and statecraft
  • Language skills of any sort are a plus

Additional Information:
The Future of Diplomacy Project is dedicated to promoting the study and understanding of diplomacy, negotiation and statecraft in international politics today. The Project aims to build Harvard Kennedy School’s ability to teach in this area, to support research in modern diplomatic practice and to build public understanding of diplomacy’s indispensable role in an increasingly complex and globalized world.The Future of Diplomacy Project aims to redefine diplomacy in a modern context through the lens of leading practitioners who are engaging in innovative means of conflict prevention and resolution at the negotiation table and beyond. Resident fellows, who have held prominent positions in governments worldwide, share their experiences with students in a range of seminars and simulations. In addition, the Project hosts a speaker series featuring international leaders. Over the past few years the Future of Diplomacy Project has had speakers including Jim Steinberg, US Deputy Secretary of State, Nobel Peace Prize winner and former Finish President Martti Ahtisaari and Pulitzer-prize winning international correspondent for the New York Times, Nicholas D. Kristof. Most recently, Dr. Javier Solana, former Secretary General of NATO and Cameron Munter, U.S. Ambassador to Pakistan have spoken on behalf of the Project. Through the range of its activities, the Project aims to prepare Harvard students for international challenges in the 21st century.

This position is a fully benefits eligible term appointment ending one year from date of hire, with possibility of renewal.

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