Job Description
Events Assistant
Cambridge, MA 02138
03+ Months contract with Extn
NOTE:
- Work Schedule: 35 hours/week - It will be 20 hr/week for June 23-Aug 1 and then 35 hr/week after that.
- Location: Is the role hybrid? (If hybrid, please clarify schedule) Yes, hybrid. 1/x per week in the office for June/July (typically Thursdays); from Aug-Sept it will be 3x/week or more (days can vary, so flexibility is essential). I'm sorry I can't give a more definitive schedule as the team works on flexibility.
- FLSA Classification: non-exempt
- Top 3 technical or soft skills you'd like to see that will lead you to request an interview Technical: Microsoft Office, especially Excel, email coverage and phone answering/managing Soft Skills: Ability to multi-task, customer service and attention to detail Candidates will have an interview with two members of the Alumni Relations team.
Job Description
Our Alumni Relations team is seeking a detail-oriented, proactive, and flexible Event Assistant to support the planning and execution of two major events: Celebration of Black Alumni (September 12-14, 2025) and Fall Reunion 2025 (October 24-26, 2025). This temporary role is ideal for someone who thrives in both independent and collaborative work environments and is committed to delivering excellent customer service in a fast-paced setting.
Key duties include managing event documentation, processing registration data, monitoring shared inboxes, and preparing reports and materials using Microsoft Office. The assistant will coordinate logistics with vendors and internal departments, help source and track swag and speaker gifts, and assemble printed and digital event packets.
The role also supports registration through Cvent (event registration platform) and Certain (internal Harvard event registration platform), handles attendee updates, and serves as the point of contact for printed materials with outside printer. Onsite event duties include assisting with setup, registration, and post-event follow-up, including organizing photographs from the event.
Ideal candidates are proactive, flexible, and skilled in multitasking, willing to learn a variety of platforms, and have strong communication and administrative skills.
Preferred Skills:
- Proficient in Microsoft Suite (Word, Excel, etc.)
- Experience with customer service (answering phones and emails)
- Familiarity with event registration systems (Cvent a plus; but not required)
- Ability to manage multiple tasks and meet tight deadlines
- Ability to lift 30-50 lbs boxes and push carts/dollies
- Other duties as assigned
**HOURS:
- June-July: 20 hours/week (Hybrid; minimum 1 day/week on-site; additional days on-site as needed)
- August-September: 35 hours/week (including occasional weekends and overtime; Hybrid with 1-3 days/week on-site; additional days on-site as needed) ACL Digital
Job Tags
Contract work, Temporary work, Flexible hours, 3 days per week, 1 day per week,