Events & Engagement Coordinator

Events & Engagement Coordinator The Wyss Institute for Biologically Inspired Engineering at Harvard University seeks a talented and enthusiastic individual to join our events team as an Events & Engagement Coordinator. This person is the tactical engine of the events team, responsible for the flawless execution of logistics for the department's diverse portfolio. This role supports the Director of Events in implementing the "Experience-First" strategy by managing vendor coordination, attendee data, and on-site production for signature events and community micro-engagements. You are a collaborative, impact-focused problem solver who wants to be part of a dynamic team dedicated to creating and commercializing novel approaches to global challenges in healthcare and sustainability. You want the opportunity to innovate and apply your creative problem-solving skills and high attention to detail to projects in a fast past-paced, entrepreneurial environment. You strive for flawless execution and excellence in everything you do. You enjoy working with highly motivated, diverse teams and leveraging your expertise to support the innovations that can change the world. Reporting to the Events Manager, the Events & Engagement Coordinator will work closely with the Wyss Institute Faculty and staff to plan, coordinate, and execute events across the Institute. You will coordinate event-related plans, timelines and logistics including location details, speaker arrangements, accommodations, on-site staffing, travel, transportation, parking, registration, catering, audio-visual and other technical requirements. You will work closely with events teams across Harvard and other Collaborating Institutions to publicize events through e-mail, printed mailings, posters, ad placement, and/or other appropriate venues, generate mailing lists and invitations to the appropriate event guests and invitees, prepare packets and distributable materials. You will also coordinate event set-up and takedown storage. You will help maintain event budgets set by the Events Manager, reconcile expenses and process reimbursements. Some evening and weekend work may be required as dictated by the events' schedules. What you'll do: Coordinate all logistical aspects of assigned events, including venue booking, catering, AV, and transportation. Develop and implement effective marketing campaigns to promote events and attract target audiences. Support the registration lifecycle within platforms like Splash or HubSpot to ensure a seamless digital experience for all guests. Maintain accurate VIP lists and track special requests to support high-touch personalization for key attendees. Research and recommend qualified vendors for event services, including catering, rentals, entertainment, and printing. Act as the day-to-day point of contact for vendors to ensure service delivery matches established experience design standards Track expenses against the event budget, process invoices, and prepare financial reconciliations to ensure fiscal responsibility. Work in collaboration with the Event Manager to execute the post-event audit process by aggregating attendee data, survey results, and budget actuals immediately following events. Working Conditions: The ability to work after regular hours and on weekends on occasion is required for this role. What you'll need: 3 or more years of experience in planning, managing and executing events required. Education beyond high school may count towards years of experience. Desirable Skills: Bachelor's degree in Communications, Social Sciences or a related field is strongly preferred. Prior experience in philanthropic planning is preferred. Communication & Relationship Management: Outstanding written, oral, and interpersonal skills with the ability to build strong relationships within a vibrant, multi-cultural, and multi-disciplinary community. Demonstrated ability to interact effectively with the public and stakeholders at all levels of the organization. Project Management & Agility: Proven ability to manage multiple complex projects simultaneously in a fast-paced, dynamic environment while meeting strict deadlines. Strong organizational skills with the ability to prioritize competing demands under pressure. Client Service & Diplomacy: Exemplary customer service mindset with the ability to handle sensitive interactions with diplomacy, tact, and confidence. Ability to maintain a high level of professionalism and service when dealing with internal leadership and external guests. Initiative & Operational Efficiency: Self-motivated and creative problem solver who takes initiative to define and implement new processes and procedures. Ability to work independently with exceptional attention to detail, while also collaborating effectively within a team structure. Technical Aptitude: Working knowledge of Microsoft Office Suite. Strong willingness and aptitude to learn new software, tools, and skills as the role evolves. Standard Hours/Schedule: 35 hours per week Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity Why you'll like working with us: At the Wyss Institute, you're a member of a supportive, dynamic community that is united by its shared goal of changing the world through groundbreaking technology development and commercialization. We encourage your professional growth and development through mentorship and tuition reimbursement to support continued learning, and more. We also support your physical, financial, and mental well-being through generous time off benefits, gym reimbursements, and other programs offered through Harvard. Our facility is located in a new, state-of-the-art life sciences building in the lively Fenway neighborhood, where you have access to multiple amenities including a roof top terrace with stunning views of Boston and proximity to numerous restaurants and cultural attractions. We value an inclusive and diverse workforce, and believe that our differences enrich the work environment for all.

Created: 2026-03-04