Assistant Director, Engagement

Job description

Company Description By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why join the Harvard Kennedy School? The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference. Job Description Job Summary: The Assistant Director, Engagement is responsible for the planning, execution and management of key strategic events for Alumni Relations and Resource Development (ARRD) at Harvard Kennedy School (HKS). The Assistant Director manages all logistics for events including event budgets, speaker organization, and vendor coordination. The position works closely with colleagues within ARRD and across HKS on invitation lists, registration software, and event materials. The Assistant Director, Engagement reports to the Managing Director, Engagement. Job-Specific Responsibilities: In partnership with the Managing Director, Engagement manages the execution of engagement activities for key donor groups, including the Dean’s Council, the Policy Spotlight Series, and other School and development activities. Ensures all event details are completed at the highest level with minimal oversight. This includes managing the event-related work of the Engagement Coordinator, as well as training and delegation of assigned tasks. Supports planning and logistics for the seven endowed lectures that ARRD facilitates. Works regularly with Principal and Major Gifts Team, HKS Fund, and Alumni Relations team members to develop event project plans as well as plan and implement a yearly engagement calendar. Provides leadership and quality control for all event management and execution; this involves building project management software templates, creating project timelines and budget preparation; supervising design and production of invitations and other printed materials; managing event logistics and program coordination; overseeing event tracking and developing post event reporting and analysis. Supervises drafting of briefings for events by the Engagement Coordinator and other ARRD colleagues, provides event flow outlines for briefings, liaises with fundraising/program staff and communications to ensure talking points and event materials are prepared. Works closely with ARRD Communications Team to ensure event messaging, content, and activities are aligned with donor engagement goals. Provides day-of leadership for events, including directing work of volunteers, faculty, students, and staff for all ARRD events. Manages and allocates expenses to meet set budget amounts; provides cost analysis and forecasting information as requested by senior staff. Working with fundraising and alumni relations staff, develops invitation pools utilizing the Advance database and other data sources from across the school; tracks event attendance for all assigned events and manages reporting of attendance in Advance database post-event. Plans and schedules post-event debriefs with key stakeholders, formulates recommendations for future activities and maintains planning files and notes for year-to-year tracking. Serves as the on-site lead for assigned events and recruits additional staff to volunteer as appropriate, and as defined by key stakeholders and the Managing Director, Engagement. The above covers the most significant responsibilities of this position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position. Harvard Kennedy School’s Alumni Affairs and Resource Development is a dedicated team supporting the School’s advancement activity through front-line fundraising, alumni and volunteer engagement, and community building. Our work directly supports the HKS mission to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our team to deliver the strongest possible results and to make ARRD a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation, open communication and effective information sharing in our daily interactions and our work. Working Conditions: Primary work takes place in an office environment. Some tasks may require being on campus or in other off-site locations for a period of time and some lifting of boxes or light equipment is required. Sitting or standing for periods of time. Some repetitive motion. Qualifications Basic Qualifications: Minimum of 5 years of experience in event planning and program management or donor and alumni engagement activities or comparable experience. Must have a proven track record managing complex events. Willingness to work nights and weekends and travel, as needed, are required. Additional Qualifications and Skills: Bachelor’s degree. Proven ability to lead and work across functional areas, dynamic teams and contracted vendors, experience using databases, ability to learn new technology quickly. Strong written and oral communication skills. Knowledge of academic communities and interest in current public policy issues preferred. Strong knowledge of MS office suite, experience with web and email technology. Additional Information Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity Other Information : This position is based on our campus in Cambridge, MA, and is not eligible for remote work. The minimum on-site requirement is 3 days per week. #LI-SC1 Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 057. Please visit  Harvard's Salary Ranges   to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page . EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.