Events and Outreach Coordinator

Reporting to the Executive Director, the Events and Outreach Coordinator is responsible for managing the multifaceted logistical coordination for dozens of public and internal events. The Events and Outreach Coordinator will help the Institute of Politics (IOP) to refine, grow, and analyze strategic audiences across multiple programs.

The successful candidate will possess:

• Demonstrated experience planning and coordinating events of varying sizes, audiences, and format.
• Prior experience working in academia, politics, government, or public service.
• The ability to establish professional relationships with colleagues and external stakeholders across all levels of seniority with diplomacy, poise, and tact.
• Motivation, resourcefulness, and initiative, the ability to meet deadlines, and track multiple projects and deliverables.
• A problem-solving, creative, and can-do mindset.
• The ability to adeptly communicate with and provide exceptional customer service to a broad range of IOP and Harvard Kennedy School (HKS) stakeholders including IOP leadership, faculty, students, and distinguished guests.

The Events and Outreach Coordinator must be able to work a variable schedule that may include overtime. This position will staff events, some of which occur in the mornings, evenings, and infrequent weekend events during the academic year.

Working closely with the IOP Executive Director, the Events and Outreach Coordinator’s responsibilities will primarily fall into two categories:

Event Management

• Building and extending invitations and guests lists.
• Serving as the liaison between senior staff and invited guests to discuss format and event content.
• Preparing written briefings for invited guests and being responsible for follow up.
• Managing travel, accommodations, and other correspondence with IOP guests including high profile elected officials, journalists, practitioners, and academics.
• Drafting staffing plan and working closely with IOP senior staff to oversee the events, including set up & clean up.
• Coordinating with facilities, media services, photographers, and other vendors.
• Ordering catering, preparing signage and name tents.
• Processing reimbursements, database management and upkeep of all guests.
• Assisting with coordination and implementation of JFK Jr. Forum Events (60 annually).
• Working closely with IOP student leadership and serving as a liaison between senior staff and student committee.

Outreach and Audience Management

• Building and maintaining an outreach and audience management system.
• Monitoring and updating existing contacts and listservs.
• Coordinating audience-building efforts among various programs.
• Researching and identifying new audiences.
• Developing and tracking analytics.
• Other duties as assigned.

Minimum of 4 years of event management experience required.

If you have some, but not all of the following, we encourage you to apply; we value employees with a willingness to learn:

• Bachelor's degree or coursework in government, political science, public policy, or similar topic is helpful.
• Prior event planning, program management, and communications experience strongly preferred.
• Prior experience working in a political, government, or academic setting strongly preferred.
• Superior organizational skills and demonstrated ability to work independently, handle multiple tasks simultaneously, and a attention to detail.
• Candidate should have strong skills in written and oral communication, research, and proofreading.
• Sound judgment, a high-level of discretion, and the ability to manage confidential information.

The Institute of Politics at Harvard Kennedy School has a rich history as the first institution of its kind with a mission to inspire young people—especially undergraduates—to become leaders in the world of politics and public life. The IOP bridges the worlds of academia and practice in order to expose students to the “real world” of politics and public life. The IOP offers wide-ranging opportunities for Harvard students and acts as a convener for the broader Harvard community, with the goal of stimulating and nurturing a passion for politics and public service regardless of party affiliation.

The activities of the IOP are extensive. For over 50 years, the IOP has welcomed Resident and Visiting Fellows to engage and lead students through study groups, policy discussions and job talks. The IOP also runs an extensive public service internship program; conducts educational seminars for elected officials; organizes conferences that bring together academic, political, and government leaders; the nation’s leading millennial poll and oversees the JFK Jr Forum at the Kennedy School. To find out more about the IOP, visit iop.harvard.edu.

• 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.