The Project Assistant reports to the Executive Director of the Future of Diplomacy Project (FDP) and plays a key role in planning and organizing multiple FDP events per week. The assistant also designs and plans the practical implementation of large-scale conferences (300+ attendees) and event series, including the program's weeklong issue based events - Europe Week and South Asia Week. S/he assists the Executive Director with the strategic planning and execution of the Fisher Family Fellowship program. Planning and execution of events includes a significant volume of writing, including invitation letters and ongoing communication with high-level speakers and their staff around the world. Main duties are events coordination, including:
Event Logistics: Drafting of invitation letters to high-level political and diplomatic figures; correspondence with their staff; hotel booking and meeting room reservations; event design, catering arrangements; assistance in design of materials for workshops and events (promotional materials and presentations); name tag and tent card preparation; attendance and support of events as needed, including occasional evening events; assistance with staffing co-curricular student events and dinners; handling post-event wrap-up, including thank you notes and reimbursements; tracking and analyzing event data.
Event publicity: Designing and distributing event posters; creation and coordination of online publicity materials for events through email and social media; use of online tools and expansion of existing database to manage invitations; event tracking and other details; work with colleagues in FDP and Belfer communications for event collateral; arrange for the media needs of each event, respectively.
Event documentation: Responsible for arranging photography and other media needs for all events; coordinate audio recordings of events to be used for FDP's
2 years of work experience in event planning or in an administrative role.
Bachelor's degree preferred. International exposure and experience strongly preferred. Very high level attention to detail, particularly in written communication. Proficient in advanced functions of Microsoft Office Suite, in particular, use of Microsoft Excel to analyze and display data, experience using databases. Early adopter of technology and ability to learn new software quickly. Proficiency/knowledge of Adobe Creative Suite (layout, video editing) for designing event flyers and posters a plus. Skilled in the use of social media tools such as Facebook and Twitter. Knowledge of event protocol. Able to problem solve and excellent organizational skills. Excellent customer service skills. Strong oral and written communications and mature and sophisticated composure, professional demeanor. Ability to work in a busy office with competing demands; not easily flustered nor easily overwhelmed by a high volume of activity and projects, has good judgement, and displays integrity and trust with a demonstrated ability to handle confidential information. Demonstrated time management skills and ability to effectively and proactively handle multiple high-priority tasks with minimal supervision in a fast-paced environment. Demonstrated interpersonal skills, including the ability to work across teams and with a variety of projects and constituencies; ability to forge collaborative working relationships with diverse constituencies. Interest in international affairs and statecraft. Foreign language skills a plus but not required.
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.
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. T...he 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.