Event Manager

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

A world class University is both home and host to people and events that shape our future. Harvard University Dining Services’ Harvard Kennedy School sets the table for these moments by providing a hospitality experience of unparalleled welcoming that fosters community, prioritizes health, cultural connection and religious sensitivity, challenges food systems convention, and relentlessly innovates.

Harvard Kennedy School seeks an Event Manager with a genuine passion for hospitality and a commitment to a diverse, delicious, nutritious, and sustainable event experience.

Independently perform a wide range of duties related to the execution of catered events including planning and coordinating multiple events daily while assuring the highest level of customer service. The Event Manager is responsible for building professional client relationships, creating an event experience for clients through creative service and menu execution, and seamlessly communicating throughout the duration of the planning and event execution.

Job-Specific Responsibilities

• Manages the execution of events in multiple locations, including assigning staff duties and responsibilities, pre-meal meetings, event timelines, special requests, and clean-up. Addresses performance issues, including imposing discipline, in a timely and consistent manner.
• Events should be expedited from the kitchen and locations checked to ensure accurate and on time set ups and deliveries. Communicate any changes to all parties as needed.
• Ensures all Executive Education events are executed to agreed standards and all guidelines are met, including having a photo roster prepared with dietary listings and all special meals delivered with the assistance of Executive Education point person. All event sheets should be updated in a timely manner to reflect any changes and updates.
• Develops a good working relationship with catering clientele, on-site managers and other HKS departments, such as Facilities, IT and Media Services.   Maintains a continuous contact with clients and vendors to discuss timelines and expectations. 
• Manages all aspects of assigned events’ execution in multiple locations, including site visits prior to the event, ordering all items necessary for events (which may include linen, equipment, bar services, temporary waitstaff, and floral décor).
• Creates all necessary signage for events, including dietary restrictions in a timely manner. Ensures language is clear and consistent in font and sizing, etc.
• Develops and retains hourly and temporary waitstaff to create a diverse workforce delivering excellence in service. 
• Responsible for making sure all HUDS staff are following required training.  
• In collaboration with Human Resources and HUDS Management, ensures employment practices are compliant with the current Collective Bargaining Agreement and all University personnel policy and procedures.
• Represents HUDS to students, faculty, staff, and guests in a positive and professional manner at all times.  
• Utilizes the EMS (Event Management System) system to maintain, update, and communicate event information. 
• Responsible for ensuring sanitation standards are in compliance with city and state laws, Harvard Environmental Health and Safety regulations, departmental and HACCP policies.
• Ensures compliance with State of Massachusetts and Dining Services’ “Food Employee Illness Policy”.
• In collaboration with the Management team, ensures Unit-specific sustainability goals and programs are met and adhered to.
• Performs other duties as assigned.

Working Conditions:

• 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

Physical Requirements:

• 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

Basic Qualifications:

• Minimum of 2 years’ relevant work experience
• A valid driver’s license and willingness/ability to drive

Additional Qualifications and Skills:

• Bachelor's Degree in Hotel/Hospitality Management, or 5 years prior front of the house catering experience in high volume, fine dining events within an off-premise or hotel catering operation.
• Previous supervisory experience, with ability to hold team member accountable
• Proficiency in Microsoft Office applications (Word, Outlook, Excel, Teams).
• Ability to learn other software applications as needed
• Must be able to work evenings, weekends and holidays as needed
• Ability to develop creative concepts to provide clients with unique and personalized experiences
• Knowledgeable about current food and event management trends
• Demonstrated ability to deliver exceptional customer service
• Strong communication (verbal, written, interpersonal) skills and ability to communicate effectively with diverse constituency
• Strong time management, organizational and multitasking skills
• Ability to meet multiple deadlines and manage competing priorities
• Good professional judgement and ability to independently make sound business decisions
• Must be adaptable to a frequently changing environment and ability to remain calm and professional in stressful situations
• Works professionally, ethically and with integrity; Uphold the vision and mission HUDS and the University
• TIPS, CPR/Heimlich, and Serv-Safe sanitation certification

Certificates and Licenses:

• A valid driver’s license and willingness/ability to drive

Standard Hours/Schedule: 40 hours per week

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Criminal, Motor Vehicle Record, Drug Test, CORI, References

Other Information: Emergency Status Designation: Essential Personnel

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Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.