67762BRAuto req ID:67762BRJob Code:403033 Staff Assistant III Department Office Location:USA - MA - Cambridge Business Title:Events AssistantSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :053Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications: + 1 or more years of office experience. + Knowledge of PCs and specifically of Microsoft Office programs (Word, Excel and PowerPoint is essential). + Job requires standing for long periods of time and the ability to lift and carry heavy objects. + Overtime required (can be significant during peak periods) including evenings and weekends. Additional Qualifications and Skills: + College degree or related experience in higher education preferred + Intermediate/advanced FMP skills a plus. + A willingness and comfort receiving further training in FMP and other software. + Excellent verbal and written communication skills, interpersonal skills, and phone/email manner. + Ability to work well on a team, often under pressure and interact with staff, faculty, vendors, and guests professionally and with discretion as appropriate. + Strong grammar, spelling and proofreading skills are essential. Precise attention to detail. + Strong organizational skills. + Ability to utilize judgment to prioritize work under multiple deadlines and to deal with frequent changes and problem solve. Additional Information: + This position requires a 3 month orientation and review period. + Please include a cover letter with your application. To learn more about the AA&D team, please visit our Careers site at https://alumni.harvard.edu/careers To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/. Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know. COVID 19 Vaccination Information: The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.Department:Alumni Affairs and DevelopmentPre-Employment Screening:Identity Job Function:Alumni Affairs and Development, General AdministrationPosition Description: + 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. + 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. + Coordinate all assigned event mailings (via multiple media) including save-the-date, invitation, reminder, confirmation, and post-event follow up. + Communicate with guests via multiple methods (by phone, in writing, via email, and at events, etc.) + Respond to event-related questions from staff, faculty, vendors, students, and guests. + Handle various additional assignments at events as directed by event managers. + Proof event materials before distribution for events. + Provide on-site service and support at all events managed by the team. + Contribute to assigned, department-specific special projects, which could include refining or developing organizational systems, processes, and department statistical reports. + Supports any other event and project work as needed by team. School/Unit:Alumni Affairs and Development EEO Statement: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.Job Summary:Alumni Affairs and Development (AA&D) Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas. Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work. AA&D is comprised of the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP). Whether it’s the buzz of coordinating world-renowned commencement and reunion celebrations, hosting exclusive gatherings with Harvard’s intellectual leaders, or showcasing the latest campus innovations—our AA&D events team crafts unforgettable experiences that make a memorable impact on our vibrant alumni and donor community. This staff assistant will work as part of a dynamic team to produce a diverse portfolio of mainly development-related events. Key responsibilities of the position include 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. Additionally, the staff assistant is 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. Commitment to Equity, Diversity, Inclusion, and Belonging: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.Benefits: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. Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-JP1Work Format Details:This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. This position is hybrid, but the exact schedule may be subject to change due to any operational adjustments in the department.