Events and Outreach Coordinator

Basic QualificationsMinimum of 4 years of professional event management experience required.Additional Qualifications and SkillsIf you have some, but not all of the following, we encourage you to apply; we value employees with a willingness to learn:• Bachelor's degree or coursework in government, political science, public policy, or similar topic is strongly preferred.• Experience working in a political, government, or academic setting strongly preferred, particularly campaign work, and working knowledge of US politics and current events.• Superior organizational skills and demonstrated ability to work independently, handle multiple tasks simultaneously, and a attention to detail.• Candidate should have strong skills in written and oral communication, research, and proofreading.• Sound judgment, a high-level of discretion, and the ability to manage confidential information.Additional InformationLearn more about our work culture and see yourself at Harvard Kennedy School.We regret that the Harvard Kennedy School does not provide visa sponsorship.Harvard University requires pre-employment reference and background checks.Harvard University is committed to supporting a healthy, sustainable learning and working environment.This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager and based on the events schedule.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.Salary Range: $65,653 - $104,471Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.Position DescriptionWorking closely with the IOP Executive Director, the Events and Outreach Coordinator's responsibilities will primarily fall into two categories:Event Management• Building and extending invitations and guests lists.• Serving as the liaison between senior staff and invited guests to discuss format and event content.• Preparing written briefings for invited guests and being responsible for follow up.• Managing travel, accommodations, and other correspondence with IOP guests including high profile elected officials, journalists, practitioners, and academics.• Drafting staffing plan and working closely with IOP senior staff to oversee the events, including set up & clean up.• Coordinating with facilities, media services, photographers, and other vendors.• Ordering catering, preparing signage and name tents.• Processing reimbursements, database management and upkeep of all guests.• Assisting with coordination and implementation of JFK Jr. Forum Events (60+ annually).• Working closely with IOP student leadership and serving as a liaison between senior staff and student committee.Outreach and Audience Management• Building and maintaining an outreach and audience management system.• Monitoring and updating existing contacts and listservs.• Coordinating audience-building efforts among various programs.• Researching and identifying new audiences.• Developing and tracking analytics.• Other duties as assigned.EEO StatementWe 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 SummaryReporting to the Executive Director, the Events and Outreach Coordinator is responsible for managing the multifaceted logistical coordination for dozens of public and internal events. The Events and Outreach Coordinator will help the Institute of Politics (IOP) to refine, grow, and analyze strategic audiences across multiple programs.The successful candidate must possess:• Demonstrated experience planning and coordinating events of varying sizes, audiences, and format.• Prior experience working in one or more of the following areas: political campaigns, political affairs, government organizations, or public service.• The ability to establish professional relationships with colleagues and external stakeholders across all levels of seniority with diplomacy, poise, and tact.• Motivation, resourcefulness, and initiative, the ability to meet deadlines, and track multiple projects and deliverables.• A problem-solving, creative, and can-do mindset.• The ability to adeptly communicate with and provide exceptional customer service to a broad range of IOP and Harvard Kennedy School (HKS) stakeholders including IOP leadership, faculty, students, and distinguished guests.The Events and Outreach Coordinator must be able to work a variable schedule that may include overtime. This position will staff events, some of which occur in the mornings, evenings, and infrequent weekend events during the academic year.Commitment to Equity, Diversity, Inclusion, and BelongingHarvard Kennedy School's Mission and Commitment to Diversity, Equity, and Anti-RacismAt Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership-because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies.Learn more about Harvard Kennedy School's commitment to Diversity Equity, and Anti-Racism.BenefitsWe 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 DetailsThis 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.About UsThe Institute of Politics at Harvard Kennedy School has a rich history as the first institution of its kind with a mission to inspire young people-especially undergraduates-to become leaders in the world of politics and public life. The IOP bridges the worlds of academia and practice in order to expose students to the "real world" of politics and public life. The IOP offers wide-ranging opportunities for Harvard students and acts as a convener for the broader Harvard community, with the goal of stimulating and nurturing a passion for politics and public service regardless of party affiliation.The activities of the IOP are extensive. For over 50 years, the IOP has welcomed Resident and Visiting Fellows to engage and lead students through study groups, policy discussions and job talks. The IOP also runs an extensive public service internship program; conducts educational seminars for elected officials; organizes conferences that bring together academic, political, and government leaders; the nation's leading millennial poll and oversees the JFK Jr Forum at the Kennedy School. To find out more about the IOP, visit iop.harvard.edu.