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Job Details

Events and Outreach Coordinator Coordinator I

Cambridge, MA

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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.

Duties & Responsibilities

The Institute of Politics (IOP) 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 and students at colleges nationwide, 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 ****

Reporting to the Director of Special Events and Conferences (75%) and the Executive Director (25%), the Events and Outreach Coordinator has responsibility for managing the multifaceted logistics for dozens of public and internal events per year with. Event logistics will include:
- 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 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 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;
- Works closely with IOP student leadership and serves as a liaison between senior staff and student committee.

The Events and Outreach Coordinator will help the IOP to refine, grow, and analyze strategic audiences across multiple programs. Working closely with the Director of Special Events and Conferences and the Executive Director, the Events and Outreach Coordinator will help build and maintain an outreach and audience management system; monitor and update existing contacts; help coordinate audience-building efforts among various programs; research and identify new audiences; and develop and track analytics.

The Events and Outreach Coordinator provides part time administrative assistance to the IOP Executive Directors (25%). These responsibilities include support with scheduling; organization and special assignments and projects with the highest degree of confidentiality and judgment.

Basic Qualifications

Minimum of two years related administrative and event planning experience.

Additional Qualifications

Bachelor's degree and prior event planning, program management, communications experience strongly preferred. Individual must possess superior organizational skills and demonstrated ability to work independently, to handle multiple tasks simultaneously, and to pay attention to detail. The ideal candidate understands the need for a strong sense of customer service, has excellent interpersonal skills, with demonstrated ability to establish professional relationships with colleagues and outside contacts across all levels of seniority with diplomacy, poise and tact. Candidate should have strong skills in written and oral communication, research, and proofreading. This position requires sound judgment, a high-level of discretion, and the ability to handle confidential information. Must be available to staff evening events during the academic year.


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