Assistant Director, Events and Operations, Harvard Innovation Labs

05-Dec-2024

Assistant Director, Events and Operations, Harvard Innovation Labs

Harvard Business School

67556BR

Job Summary

The Assistant Director of Events and Operations oversees operational components of the Harvard Innovation Labs (HIL) with a focus on event planning, project management, and process improvement. This role will be a thought partner in developing the strategic vision for our events and ensure they are tailored to meet the needs of our diverse audiences, which will elevate our presence at Harvard and in the broader innovation ecosystem. It is also responsible for managing all event logistics—whether virtual, in-person, or hybrid—and serves as the primary contact for signature events, external programs, and academic courses held at the i-lab. Additionally, this position acts as the main liaison for external parties seeking to utilize i-lab spaces as well as our interactions with the Boston and Cambridge communities. 

The Harvard Innovation Labs' mission is to cultivate an innovation ecosystem across Harvard University that inspires, connects, and advances entrepreneurial leaders. This three-lab system includes the Student i-lab for student-led ventures, Launch Lab X for alumni-led ventures, and the Pagliuca Harvard Life Lab, which supports biotech and life sciences startups founded by Harvard students, alumni, faculty, and postdoctoral researchers. For more information, visit innovationlabs.harvard.edu. 

Reporting to the Director of Operations, the Assistant Director works closely with all teams across HIL and collaborates with Harvard Business School's operations and media services teams. This role also supervises the Operations Coordinator, ensuring smooth daily operations and event execution. 

Position Description

Responsibilities Include:

• Event Strategy, Planning, and Project Management
  • Designs and oversees the strategy and execution of all flagship programmatic, marketing, and brand-building events in collaboration with key stakeholders. These events range from large-scale gatherings—such as membership orientations, panel discussions, and keynote presentations—to high-profile engagements, including the HIL Advisory Board meetings, which bring together Deans and senior leaders from across the university. 
  • Oversees all aspects of the President’s Innovation Challenge, managing the process from initial ideation to full program execution. This includes collaborating with external vendors, such as production companies, to ensure seamless event delivery and execution. 
  • Oversees the management and execution of university-wide convenings around entrepreneurship and innovation.
  • Partners closely with the Director of Student Programs and Network Engagement to translate ideas into action. 
  • Develops best practices for HIL event models to create an outstanding attendee experience in collaboration with the Communications and Programs teams. 
  • Oversees execution of logistical aspects of events across virtual, hybrid, and in-person modalities.
  • Consults with stakeholders and manages staff and volunteer support for workshops, marketing events, academic classes, community partnerships, select external engagements, and other HIL-led initiatives. 
  • Leads the event evaluation process by analyzing survey data and insights from cross-functional team debriefs to assess audience experiences and optimize process flow.
  • Designs and maintains the HIL events intake process, calendar, and regular reporting systems. 
  • Reviews and approves event requests based on alignment with the HIL mission, managing communication with event requestors to ensure clarity and alignment.
  • Manages the annual events budget, ensuring effective allocation of resources.
  • Negotiates and coordinates with vendors and internal departments to organize event services, including catering, audiovisual needs, signage, registration, logistics, parking, and security. 
  • Prepares detailed event plans and briefing documents to ensure smooth operational execution. This includes assigning, communicating, and training staffing roles and responsibilities.  
  • Tracks all event-related metrics using project management software (ClickUp) and compiles accurate data for year-end reporting. 
  • Oversees the optimization of HIL's event and project management platforms to ensure they fully support the organization's objectives and enhances operational efficiency. 
• Process Management and Operations
  • Analyzes existing processes and workflows to identify inefficiencies, bottlenecks, and opportunities for improvement. 
  • Designs and implements streamlined processes that align with organizational goals and improve overall performance. 
  • Collaborates with cross-functional teams to map and document workflows as it relates to operations. 
  • Drives process improvement initiatives and ensures smooth adoption across teams.
  • Responsible for the successful planning, execution, and follow-up of HIL all-staff meetings to ensure they are engaging, productive, and aligned with organizational goals.
  • Collaborates with leadership and department heads to define meeting objectives, key topics, and agenda items. 
  • Develops and maintains a schedule for all-staff meetings, ensuring alignment with organizational priorities and calendar. Serves as the lead during meetings, ensuring smooth execution and adherence to the agenda. 
  • Responsible for other duties as assigned.

Basic Qualifications

• Bachelor's degree required
• 5+ years of work experience in event management, event project management, process improvement, people management, or similar role required.

Additional Qualifications and Skills

Additional Responsibilities:

• Community Relations:
  • Acts as the primary contact for all community partners, assisting in the coordination of events hosted within i-lab spaces.
  • Typical events include gatherings and educational opportunities with the local Boston community and outreach programs. 
  • Ensures community engagement remains a priority through proactive outreach, building strong partnerships, coordinating meaningful events, and maintaining open communication with local leaders and organizations. 
• Team Management:
  • Manages and prioritizes the workload, performance management, and professional development of direct report. 
  • Designs and implements short-term projects as needed that require contingent workers to be trained and managed. 
• This role is responsible for other duties as assigned

• Strong attention to detail 
• Experience providing outstanding customer service to internal and external constituents  
• Excellent communication, organizational, time management, and project management skills  
• Strong understanding of and passion for the entrepreneurship and innovation ecosystem  
• Significant experience leading event projects requiring collaboration across teams of diverse stakeholders  
• Demonstrated ability to work both independently and on a team  
• Deep understanding of project management and productivity tools (e.g., ClickUp) 
• Knowledge of virtual and hybrid event platforms (e.g., Zoom Events) Understanding AV technology and other event-related tech 
• Willingness on occasion to work irregular hours, including evenings 

Additional Information

This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite a minimum of 3 days per week and departments provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.

We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.

A cover letter is required to be considered for this opportunity.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment

About Us

Founded in 1908 as part of Harvard University, Harvard Business School is located on a 40-acre campus in Boston. Its faculty of more than 250 offers full-time programs leading to the MBA and PhD degrees, as well as more than 175 Executive Education programs, and Harvard Business School Online, the School’s digital learning platform. For more than a century, faculty have drawn on their research, their experience in working with organizations worldwide, and their passion for teaching, to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will go on to shape the practice of business and entrepreneurship around the globe.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• 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.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

359057 Admin Dept/Program Admin

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

057

Department

i-Labs

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Education, Identity

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.

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