The Alumni Programs Assistant will assist with all administrative functions for the HBS Alumni Programs team, which delivers content-centered programs and events to an alumni audience of more than 83,000.
This position will work collaboratively with the Alumni Programs team and on-campus partners to plan, market, deliver and execute programs and events including but not limited to HBX Live programs, industry conferences, reunion programs, the Skydeck podcast, and Executive Education programs. S/he will liaise with alumni, faculty, vendors, and other staff and colleagues across HBS and Harvard University. This position will assist the team in creating invitation lists and email/print communications. S/he will create events and manage event registration in Cvent (a database-driven event management technology), providing excellent customer support to invitees and registrants while producing and distributing RSVP lists to internal constituents. S/he will liaise with invited speakers, and collect and compile a high volume of digital and presentation-related logistics for various events. S/he will also proofread event materials and webpages and assist in the preparation of presentation reports and meeting materials.
This position will be responsible for a high level of data analysis and database management, using both Excel and Cvent in order to accurately track and disseminate event data and metrics. S/he will also manage post-event projects, such as editing transcripts for recorded programs, generating event survey reports, and creating speaker thank you letters. This position will assist with the budget management processes to include reconciliation, reporting, contract administration, invoice processing, and payments. S/he will assist the Associate Director with budget tracking and will manage travel and reimbursement process for the Alumni Programs team as needed. S/he will schedule meetings, reserve space, coordinate conference call logistics and calendaring, record meeting minutes, and communicate information to meeting attendees in timely fashion. This position will assist in the creation and tracking of communications and processes using Workfront, Teams and similar project management software. S/he will participate in Alumni Relations staff assistant and coordinator administrative duties rotation including the ordering of office supplies. This position will also support other Alumni Relations departmental events as needed, such as, but not limited to, reunions and broad engagement events. S/he will be required to staff departmental events and work occasional evenings and weekends to support events, as necessary. Additional duties as assigned.
Program/event management: Assist in planning, marketing, delivery and execution of programs and events beginning with the assembly of invitation lists and creation of events in Cvent, to the management of registrations, liaising with alumni, faculty, staff and speakers and creating transcripts for recorded programs.
Data tracking, analysis and database management: Accurately track and disseminate event and program data including event survey results and engagement metrics.
Communications: Serve as primary editor for webpages associated with Alumni Programs events and programs; assist in the preparation of presentation reports, meeting materials and correspondence including speaker thank you letters; assist in the drafting and proofreading of email and print communications and event materials.
Office administration: Assist with budget management processes including budget tracking, expense and reimbursement process; assist in the creation and tracking of communications and processes using project management software.
Departmental responsibilities: Participate in Alumni Relations SAC administrative duties rotation and support other Alumni Relations departmental events.
Many HBS employees are eligible for Flexible Work Arrangements, which may be explored during the interview process.
Cover Letter is Required.
Culture of Inclusion: The work and well-being of HBS are strengthened profoundly by the diversity of our network and our differences in background, culture, experience, national origin, religion, sexual orientation, and much more.
Harvard Business School will not offer visa sponsorship for this opportunity.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
2 + year of administrative or office experience.
This is a 30 hour per week position.
Proven communication and interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy. Must demonstrate strong interpersonal skills and be comfortable engaging high-powered alumni and faculty constituencies with poise and self-confidence. Must possess the ability to establish and maintain good working relationships with colleagues (both peers and more senior), ready to collaborate as a strong team player. Must be highly organized, detail-oriented, adaptable and able to anticipate and proactively resolve problems. Must be able to take initiative, prioritize, and work independently with minimal supervision to meet deadlines in a fast-paced environment with multiple and competing priorities. Must have working knowledge of MS Office suite of products. Deep working knowledge of Excel is a plus. Must have facility with learning new software / databases. Experience with database-driven management technology preferred.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 50795BR
About Harvard University Business School
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.