Harvard University — Staff Assistant, Events


This is a non-exempt position that provides support for assigned events in the Alumni Affairs and Development Office. This assistant will work as part of a dynamic team to produce a diverse portfolio of mainly development related events. This assistant is responsible for the creation and management of event databases, the tracking of responses, and production of event materials including invitation envelopes, nametags, place cards, printed confirmations, etc. This assistant is also responsible for large mailings and facilitating event follow-up. Most importantly, this is a service-related role that will provide on-site event responsibilities supporting a team and will have some interaction with vendors and attendees who are primarily University alumni and donors. Teamwork, flexibility, rigorous attention to detail and organizational skills are essential in this role. This is an excellent opportunity for someone interested in exploring event management as a possible career path. This position’s responsibilities also include some administrative duties.


  1. Create and maintain databases of event invitees in Filemaker Pro (FMP), the team’s principal data management tool. Collaborating with planning partners to create invitation pools, further duties include creating tracking systems (FMP layouts, web registration pages, etc.) for each event, recording guest responses, and creating reports that showcase event status and results.
  2. Design and produce production materials (name tags, place cards, tent cards, attendee lists, diagrams, event signage, etc.) as well as reports as needed throughout the planning process.
  3. Coordinate all assigned event mailings (via multiple media) including save-the-date, invitation, reminder, confirmation, and post-event follow up.
  4. Communicate with guests via multiple methods (by phone, in writing, via email, and at events, etc.)
  5. Respond to event-related questions from staff, faculty, vendors, students, and guests.
  6. Handle various additional assignments at events as directed by event managers.
  7. Proof event materials before distribution for events.
  8. Provide on-site service and support at all events managed by the team.
  9. Contribute to assigned, department-specific special projects, which could include refining or developing organizational systems, processes and department statistical reports.
  10. Supports any other event and project work as needed by team.

Basic Qualifications

  1. Minimum of 1 year of office/administrative experience.
  2. Knowledge of PCs and specifically of Microsoft Office programs (Word, Excel and PowerPoint) is required.

Additional Qualifications

  1. Bachelor’s degree from an accredited institution preferred.
  2. Excellent verbal and written communication skills, interpersonal skills, and phone/email manner.
  3. Ability to work well on a team, often under pressure and interact with staff, faculty, vendors, and guests professionally and with discretion as appropriate.
  4. Precise attention to detail.
  5. Strong grammar, spelling and proofreading skills are essential.
  6. Strong organizational skills.
  7. Ability to prioritize work under multiple deadlines and to deal with frequent changes and problems.
  8. Intermediate/advanced FMP skills a plus. A willingness and comfort in receiving further training in FMP and other software.
  9. Overtime required (can be significant during peak periods) including evenings and weekends.
  10. This position requires standing for long periods of time and the ability to lift and carry heavy objects up to 50 lbs.


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