Promote Club services and venues to potential clients for events ranging in size and complexity from single-day events to multi-day conferences, to large scale University social events to weddings and memorials.
Manages event booking process including assess client needs, review and recommend food and beverage, décor, floral, audio/visual, vendor and venue options with client, tailor options to meet the client's vision, develop contract, negotiate terms.
Serves as main point of contact for client and oversee event through to execution.
Manage special requests through to execution; Collaborate with relevant department (culinary, A/V, service); negotiate price with client.
On behalf of Club Management, resolves customer concerns and complaints promptly.
Conducts daily BEO meetings with Culinary, audio Visual and Service teams to review following week's events. Authorizes changes to BEOs as needed based on feedback.
Cultivates relationships with new and existing clients to generate repeat business for the Club.
Organizes and facilitates wedding tours to potential clients.
Communicate special requests with relevant department (culinary, A/V, service); negotiate special rates; ensure requests are followed through to client satisfaction.
Works in coordination with accounting department to ensure all payments are received and accurately processed.
Ensures University, Faculty Club, and Loeb House and off-site location policies are adhered to.
Manages external vendor relationships; ensures vendors are communicated to in a timely manner regarding event logistics.
Completes general administrative duties accurately and on a timely basis.
Performs other duties as assigned.
Bachelor's degree or equivalent work experience required
Minimum of 5 years' relevant work experience
Additional Qualifications and Skills
Knowledge of Microsoft Word, Outlook and Excel
Knowledge of event management software applications
Strong communication (verbal, written, interpersonal) skills and an ability to communicate effectively with a diverse constituency
Position frequently involves long hours and widely diverse duties
Must be able to lift (approximately 20 to 30 pounds), bend, stoop and perform other physical exertion
Ability to stand for extended periods of time
Ability to work evenings, weekends and holidays as needed
Subject to wet floors, temperature extremes, and excessive noise
Standing and walking for significant amounts of time is necessary
Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Commitment to Equity, Diversity, Inclusion, and Belonging Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
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.
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.