The Events Manager for the Harvard College Observatory at the Center for Astrophysics (CFA), Harvard & Smithsonian, will provide administrative, logistical, and creative support for the Center’s wide range of events including academic conferences, workshops, meetings and seminars; staff seminars; multi- day retreats; chalk-talks; symposia, and other department-wide social events. Will work on behalf of the HCO and may coordinate events with the SAO for CFA wide events that also support advancement initiatives. This role reports to the Associate Director of Finance and Administration with a dotted line to the Executive Director of the Harvard College Observatory.

The Events Manager’s main responsibilities will be to provide logistical support for all HCO events and program events and manage from planning to execution of events. Specific duties include:

• Works with the team to plan engaging, timely events for the community.

• Utilizes the Event planning checklist to execute events in collaboration with the Facilities office.

• Logistical responsibilities include collaborating with HCO communications and public relations; event promotion and marketing; speaker invitations, agreements, schedules, preparation of conference packets and materials, accommodations, transportation, catering, audio-visual requirements, travel reimbursement, and other event-related duties as needed.

• Contract negotiations with hotels, caterers, and other vendors.

• Liaise with speakers, faculty, departmental, university and external contacts.

• Responsible for budget oversight, development and monitoring of restricted seminar funds; processing reimbursements, honoraria and payment of vendor invoices.

• Responsible for logistical coordination of Seminar Series as well as other department lectures, seminars, and events.

• Coordinates activities with University Development Office as needed.

• Serves as principal administrative resource and contact on events.

• Staffs the Seminars and Scientific Retreat Committee: participates in discussion of ideas; collaborates with other science departments as needed.

• Manages virtual events (Zoom setup, behind-the-scenes help, Q&A management).

• Contributing to community building efforts by planning and coordinating internal events and all-team strategy sessions and workshops.

• Some evening and weekend work will be required, as dictated by the events schedule.

• Oversees or contributes to special projects as required in coordination with the executive staff.

• Performs other related duties as required.

Minimum of three years of progressive events management experience

• Bachelor's degree or relevant coursework in Hospitality Management

• Excellent organizational skills, attention to detail, and the ability to work independently as well as part of a team

• Advanced computer skills with proven and extensive ability in MS Office Suite; web page design; experience with Adobe applications including InDesign

• Demonstrated project management, negotiation, interpersonal, and written & verbal communication skills

• Proven ability in budget design and adherence, as well as understanding of financial policy and transactions

• A strong commitment to customer support and experience coordinating in an academic environment working with faculty

• Ability to think creatively and problem-solve; ability to elicit cooperation from multiple offices and institutions and build bridges.

• Be able to think quickly as the situations involving events evolve with last minute changes.

This position may require some pushing, pulling, and lifting of objects involving events

• Due to the nature of responsibilities, this position requires an on campus presence in Cambridge, Massachusetts. The selected candidate will need to be on campus as business needs require. Specific days and hours will be determined between you and your manager.

• Some evening and weekend work will be required, as dictated by the events schedule.

• Travel Requirements: There may be some off-site travel required as it pertains to retreats.

• Applicants MUST submit a cover letter in addition to their resume in order for their application to be reviewed.

• 
  We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.

• Pre-employment reference and background checks are required.

• All formal written offers will be made by FAS Human Resources.

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• 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.
• 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.
• 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.
• 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.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• 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.
• 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.

General Administration

USA - MA - Cambridge

405012 Admin Professional (N)

On-Site

Sciences

056

Harvard College Observatory

55 - Hvd Union Cler & Tech Workers

Full-time

Criminal, 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.