Job - Events Coordinator
Location - Cambridge, MA
Duration- 3+ Months
Seeking a dynamic and detail-oriented Events Coordinator to join our Marketing team.
The events Coordinator will play a key role in planning, organizing, and executing a wide range of (mostly virtual) events for prospective students, participants, faculty, and staff.
This position requires strong organizational skills, excellent communication abilities, proficiency in creating promotional materials, and a passion for creating accessible and memorable experiences that align with our marketing objectives.
Candidate will use their own equipment.
Key Responsibilities:
● Event Planning and Coordination:
○ Assist in the planning and execution of marketing events from conception to completion.
○ Coordinate logistics including platform selection, audiovisual needs, and technical support.
○ Develop and maintain event timelines, budgets, and task lists.
○ Liaise with internal and external stakeholders to ensure all aspects of events are delivered to the highest standard.
○ Manage event registration processes, including online registration systems and ongoing attendee support.
● Marketing and Promotion:
○ Collaborate with the marketing team to develop event promotion strategies.
○ Create and coordinate the distribution of marketing materials for events, including flyers, brochures, emails, and social media content.
○ Monitor and report on the effectiveness of marketing campaigns for events.
● Vendor and Partner Management:
○ Identify, negotiate, and manage relationships with vendors and service providers.
○ Support for events across internal Harvard DCE teams as needed.
● Virtual Event Management:
○ Oversee the setup, execution, and teardown of events.
○ Ensure smooth operation of events, troubleshooting any issues that arise.
○ Provide virtual support to attendees, speakers, and staff.
○ Ensure all events are accessible, including providing closed captions, sign language interpreters, and other accessibility features as needed.
● Post-event Activities:
○ Conduct post-event evaluations to determine success and areas for improvement.
○ Compile and analyze feedback from attendees and stakeholders.
○ Maintain records of event activities and provide reports on outcomes.
○ Coordinate the transcription and promotion of event recordings.
○ Ideate and implement strategies for reusing event recordings for other marketing purposes.
Qualifications:
● Bachelor's degree in Event Management, Marketing, Hospitality, Business, or a related field.
● Minimum of 2-3 years of experience in event planning and coordination, preferably within a marketing context.
● Strong organizational and multitasking skills with the ability to manage multiple projects simultaneously.
● Excellent communication and interpersonal skills.
● Proficiency in event management software, HubSpot, Canva, Photoshop, and Microsoft Office Suite.
● Ability to work flexible hours, including evenings and weekends, as required.
● Strong problem-solving skills and attention to detail.
● Knowledge of accessibility standards and practices for virtual events.
● Knowledge of Harvard University and its administrative processes is a plus.
Key Competencies:
● Attention to Detail: Ensures that all aspects of the events are accurately planned and executed.
● Communication: Clearly and effectively communicates with all stakeholders.
● Customer Focus: Anticipates, understands, and responds to the needs of attendees and stakeholders.
● Teamwork: Works effectively with others to achieve common goals.
● Time Management: Prioritizes tasks and manages time efficiently.
● Marketing Acumen: Understands and applies marketing principles to promote events effectively.
● Technical Proficiency: Skilled in using virtual event platforms and creating promotional materials.
● Innovative Thinking: Ability to ideate and implement creative solutions for the reuse of event recordings.