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Manager, Events and Operations

Department: Operations

Title: Manager, Events and Operations

Job Mission:

The Manager of Operations and Events will support efforts in running the day-to-day operations of the Harvard Innovation Labs. This role organizes and manages all event logistics for events hosted at the i-lab and serves as the primary contact for special signature events, external events, and academic courses taught at the i-lab. This position serves as the primary administrative contact and liaison for those seeking to utilize the i-lab space for external purposes. This role includes heavy personal interaction with faculty, students, staff, and other key stakeholders. This role works independently with minimal supervision.

Primary Responsibilities

Event Planning and Management

  • Manages logistical aspects of all events, including the President’s Innovation Challenge; logistics include staffing, space setup, catering, post-event surveys, etc.
  • Provides daily and weekly reporting, related to event details and logistics to key set up departments.
  • Interfaces and negotiates with support departments/vendors to coordinate event services: catering, AV, Signage, Logistics, Registration, Parking, Security, rental companies
  • Provides detailed checklists for every event to ensure the operations run efficiently
  • Supports the advising and marketing teams, academic classes, community partnerships, select external events, and other Innovation Labs initiatives
  • Primary staff user of bookings systems – EMS and intranet system; ensure all are up-to-date and maintained
  • Provides outstanding customer service to external event organizers and internal constituents
  • Liaison with marketing team to monitor guest counts and registration process

Facilities

  • Oversees mail sorting, stocking of the kitchen, and general cleanliness of all physical spaces within the i-lab, including the lobby, conference rooms, studios/workshops, etc.
  • Collaborates with the marketing team to ensure the i-lab provides a positive and user friendly experience for all that enter
  • Develops and enforces new policies that improve our operational efficiency, i.e. meeting room policies
  • Serves as primary contact with support departments and facility vendors
  • Supports the redesign initiatives involving the i-lab physical space
  • Supervises the concierge program at the i-lab

 Community Relations Partner:  As part of our cooperative agreement with the Allston/Brighton community, we provide space, education, and social events for the community.  This role is the primary contact for all partners to assist in coordination of events that occur within i-lab space.  Standard partners and events include:

  • SCORE executive meetings and general meetings
  • ABCDC Home Buying Workshops
  • CWE Workshops
  • Ice Cream Social with the Boston community

 Academic Classes:

  • Primary contact for all academic classes hosted and instructed at the i-lab
  • Offers excellent customer service to faculty, teaching assistants, and class participants by offering on-site support and classroom setup consultation

 Other Responsibilities

  • Acts as liaison with HBS security, insuring appropriate systems are in place to monitor usage and identify guests.
  • Assists with the planning and coordination of Advisory Board Meetings
  • Supports other project management assignments as needed

Key Behaviors:

  • Proactive, Collaborative, Methodical/Detail Oriented, Thorough, Outgoing

Requirements:

  • BA/BS required
  • 2 years of experience in event planning and execution
  • Strong organizational skills and excellent attention to detail
  • Comfortable with ambiguity while striving for clarity and details
  • Strong diplomacy, organizational and communication skills (verbal, written)
  • Significant experience leading projects requiring collaboration across teams of diverse people to achieve ‘above and beyond’ results.
  • Proven ability to deliver results with minimal oversight (self-starter)

Direct Reports:  None

Reports To: Director of Operations & Administration

To apply: Please send a cover letter and resume as a single PDF, titled “[First name] [Last name] Manager Events and Operations” to i-lab@harvard.edu with the email subject line “Application for Manager, Events and Operations position”.