Harvard University — Assistant Director, Alumni Affairs & Development, Time Limited

Summary:
As a member of the Alumni Affairs and Development Events, this full-time time limited, exempt position reports to the Associate Director, Alumni Affairs and Development Events. The position provides detailed technical and logistical support for cultivation and recognition events in support of the Faculty of Arts and Science (FAS) Development department.

Directs all event planning and management aspects of assigned FAS Development events and high-level donor engagement committees such as venue and vendor selections and contract negotiations, creation of invitation pools, tracking, communications, program development, material preparation, budgeting, timelines, data management/analysis, and on site staffing plans and troubleshooting. Coordinates and communicates with fundraisers and Senior Management on event and donor engagement strategies. Works to ensure that events and meetings are developed and implemented to advance the fundraising priorities of the University. This position also facilitates the stewardship efforts for individual major gift donors to the Faculty of Arts and Sciences via events and specialized programs. In coordination with Directors, directs, mentors, and determines event tasks of Staff Assistants. In addition to Harvard alumni and friends, this client-service position routinely interacts with administrators, faculty, staff, and outside vendors. This position includes administrative and research duties, and may include other related responsibilities and projects as determined by supervisor.

DUTIES AND RESPONSIBILITIES

  1. Directs all event planning and management aspects of assigned development events such as venue and vendor selections, creation of invitation pools, tracking, program development, material preparation, communications, budget, timelines, data management/analysis, and on site staffing plans and troubleshooting. Coordinates and communicates with fundraisers and Senior Management on event and donor engagement strategies. Works to ensure that events and meetings are developed and implemented in ways that will advance the fundraising priorities of the University.
  2. Responsible for logistics, membership processes and program planning for high-level donor engagement committees.
  3. Oversees, trains, and directs work assignments of various events of Staff Assistants in coordination with Directors within Alumni Affairs and Development Events.
  4. Researches and negotiates contracts with outside vendors and venues.
  5. Write and direct distribution of event briefings.
  6. Conduct level one research for such needs as event bios and gift histories using resources such as BSR Advance, the Internet, University Archives, and Central Files.
  7. Attends planning meetings, training sessions, and events. Attends additional training sessions, conferences, and workshops as necessary.
  8. Serve as event planning consultant to fundraising staff and Senior Management.
  9. Cultivate favorable working relationships with institutional and external constituencies. Provide highest level of client service.
  10. Handle various administrative duties (e.g. ordering event materials, arranging meetings, answering phones, maintaining files, entering data, expenses).
  11. Responsible for projects at the direction of the Associate Director.
  12. The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

Basic Qualifications

A Bachelor’s degree at an accredited university with four or more years’ experience in planning and coordinating events and meetings; excellent speaking, writing, and client service skills required. Professional phone etiquette required. Travel required.

Additional Qualifications

  • Event planning experience in fundraising environment preferred;
  • Proven ability in project management, preferably with events;
  • Must be highly organized, detail-oriented, and have strong interpersonal and communication skills. Ability to establish and promote good working relationships with alumni, colleagues, faculty, administrators, students, and vendors. Must be flexible and possess the ability to handle multiple tasks accurately under deadline pressure. Proven ability working in a complex organization and making informed decisions in the context of strategic organizational goals and policies. Must be able to work independently and take initiative. Must have ability to handle confidential materials with discretion;
  • Must be a professional, proactive, creative, collaborative, conscientious, and results-oriented individual. Should have ability to think strategically and conceptually, and display sound judgment;
  • Knowledge of Microsoft Office Software and solid computer skills in a PC environment with the capability to master new software applications and technologies, including database management.
  • Must be energetic, motivated to learn, and open to change.
  • Must be available to work additional evening and weekend hours.

PI97965786

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