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Harvard UniversityLocation: Cambridge, MA 02138 Document ID: AC234-4TNL Posted on: 2018-07-1307/13/2018 Job Type: Full-time
Public Programs Assistant
Harvard University Graduate School of Design is a graduate school of architecture, urban planning and design, and landscape architecture. The Communications Department handles events, publications (books and Harvard Design Magazine), exhibitions, and public relations generally for the Harvard GSD. Reporting to the Manager of Public Programs, the Public Programs Assistant provides support in the planning, development, and implementation of the official public program series at the GSD. Responsibilities include pre-event preparations and correspondence, digital outreach and e-communications, event briefings, budget tracking, the creation and maintenance of events-related webpages, and travel and dinner arrangements, among others.
This is a service-related role that requires on-site event responsibilities and interaction with invited guests, vendors and attendees. Teamwork, flexibility, rigorous attention to detail, organizational skills and a confident demeanor are essential in this role. Some evening hours after 5pm is required.
PLEASE NOTE THAT THIS IS A 9-MONTH SEASONAL POSITION FROM AUGUST-APRIL AND IS A 2-YEAR TERM POSITION THROUGH APRIL30, 2020 WITH THE POSSIBILITY OF CONTINUATION. DURING THE MONTHS OF MAY-JULY, THE INCUMBANT WILL BE PLACED ON AN UNPAID LEAVE OF ABSENCE.
TYPICAL DUTIES AND RESPONSIBILITIES:
- Provides administrative, technical and logistical support for the various public programs, such as: correspondence with invitees/attendees; preparing itineraries; securing event spaces, catering, and making dinner arrangements; booking travel and hotel accommodations; drafting briefings; drafting and/or formatting slide presentations; and producing materials for events (e.g. placards, posters, place cards, etc.). May also include, compiling attendee bios and research; development and maintenance of registration pages; managing RSVPs, attendee lists, and attendee data; helping negotiate contracts with outside vendors/venues. Provides on-site support at events such as setting up signage, transportation arrangements, participant inquiries, and general troubleshooting. Facilitate interaction between external vendors and internal department staff. Timekeeping when needed.
- In support of the communication needs of Public Programs, creates, maintains and updates relevant content for website, e-newsletters, and email marketing. Conducts research to develop new audiences. Drafts and sends weekly event announcements to GSD community.
- Performs general administrative duties (e.g., answering phones, making follow-up calls, maintaining files and archives, entering and updating contact database [Salesforce, Mailchimp], ordering supplies, etc.)
- Provide efficient and accurate customer service to internal staff members and external clients, such as the Dean's Office, faculty, donors and/or alumni, other departments with the GSD and the University, and the general public. Responds to inquiries received by the outward facing events email address and phone number.
- Attends planning meetings, training sessions, and events.
- 3 years of related office and/or event assistance experience or related transferable experience preferred. Knowledge of academic communities with an interest in design and arts-related missions preferred.
- Strong computer skills and familiarity with Mac platforms. Advanced word processing and spreadsheet knowledge, confidence using a variety of social media platforms, and familiarity with web editing software. Comfort with Excel, Word, and PowerPoint (and/or Keynote) are required; experience with Adobe Photoshop and Illustrator strongly preferred.
- BA/BS or equivalent preferred
- Excellent oral and written communication skills; outstanding administrative and organizational skills
- Must be comfortable interacting confidently with people both inside and outside the organization
- Ability to demonstrate exceptional resourcefulness, creativity, and flexibility; display good judgment; problem-solve and take initiative; exercise tact and diplomacy at all times.
- Must be able to work independently and flexibly
- Must have ability to handle confidential materials with discretion
- A degree in Communications, Art/Architectural History, Museum Education, Art Education, English, Architecture, or Studio Art is desirable
In order to be considered for this position, a well written cover letter and resume are required. This position affords a chance to learn what it takes to produce high profile public events while gaining insight into the wider activities of the Communications department at one of the top design schools in the country. This position has a schedule of 35 hours per week, Monday through Friday, 7 hours/day, including evenings when events are taking place. It may require overtime during peak periods.
Monday - Friday; 9am - 5 pm with some overtime. Position is 9-month seasonal (April-August) with an unpaid leave of absence from May-July. This is a 2-year Term position with the possibility of continuation.
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.