Coordinator of Events and Administrative Services
Come thrive in a museum of trees with a welcoming group of staff!
The Arnold Arboretum of Harvard University is seeking a Coordinator of Events and Administrative Services to provide administrative, logistical, and events coordination support for the institution. The Coordinator will serve as a member of the Director’s Office and be part of a small team working to create a welcoming environment for guests and staff. The Coordinator must be able to work independently, anticipate needs, and offer solutions to event and organizational challenges.
Duties and Responsibilities:
Reporting to the Chief of Staff, the Coordinator of Events and Administrative Services works independently to perform a wide range of administrative, event coordination, and reception duties to support the mission and needs of the Arnold Arboretum. The Events and Administrative Services Coordinator will also work collaboratively with colleagues across the institution to support specific initiatives and priorities of the institution.
Plan and coordinate events hosted by the Director’s Office, including all-staff meals, research seminars, celebrations, and collaborations with other institutions.
Define specifications for internal events, solicit quotes, meet with vendors, execute contracts, and purchase event supplies; coordinate events on-site and effectively communicate event information with colleagues.
Serve as the primary point of contact for external groups, including frequent use by Harvard affiliated groups, requesting to hold events (e.g., staff retreats) at the Arboretum; provide appropriate support for these groups throughout the planning process and on the day of the event.
Draft, edit, and prepare correspondence, reports, and other materials using Microsoft Word, Microsoft Excel, and design software
Act as a liaison between departments on projects and initiatives critical to the Arboretum, keeping the Chief of Staff informed of relevant information to meet goals
Organize and implement administrative systems and procedures, performing necessary support duties including calendaring, document coordination and preparation, and greeting visitors
May oversee the training, scheduling, and work of support staff, students, and temps
Manage Inventory and Purchase of Office and Kitchen Supplies for Three Buildings:
Responsible for the inventory and purchasing of office and kitchen supplies for all three Arboretum buildings.
Responsible for ensuring that users respect shared spaces, such as communal kitchens and supply rooms, and keeping these spaces orderly.
Respond to requests to order specific office supplies as needed.
Manage 3rd party vendors for administrative and facilities services serving the Arboretum
Coordinate Ordering of Arboretum-branded items
Coordinate with leaders across Arboretum departments to understand their branded-clothing needs for staff and donors
Research vendors and get samples
Work with vendors and staff to finalize the design of branded merchandise based on existing images
Order merchandise, distribute, and maintain inventory
Serve as primary contact for receiving and processing deliveries to and from USPS, FedEx, UPS, HUMS (Harvard University Mail Service), etc.
Distributes incoming USPS, University mail, and Arboretum interoffice mail; meter mail for outgoing delivery and prepares packages for shipment. Coordinates daily delivery of interoffice mail between Arboretum Buildings with the support of Arboretum Ambassadors and Facilities staff.
As needed, support the preparation of major mailings in coordination with the department sponsoring the mailing.
Receive and schedule reservations for multiple on-site apartments for short and long-term stays. Manage apartment reservation calendars.
Proactively communicate with guests and Arboretum host sponsors on access arrangements. Answer questions promptly.
Coordinate apartment cleaning with Arboretum Facilities staff as needed.
Monitor apartment supplies, restock as needed, and maintain all quality control mechanisms associated with the guest experience.
As assigned, provide support to the Head of Project Management and Operations and the Facilities team.
Three or more years of related experience. Education beyond high school may count towards experience.
Intermediate or Advanced skills with the Microsoft Office suite
Possession of a valid Massachusetts Class D Driver’s License
Bachelor’s or Associates degree preferred
Good problem-solving skills – ability to anticipate challenges and questions and be prepared to respond/resolve
Good interpersonal skills – ability to be responsive and collegial in professional communications, written and verbal
Ability to balance competing priorities and manage time in the face of numerous tasks and conflicting interests
Excellent organizational skills
Ability to work independently with minimal supervision as well as work effectively as part of team
Ability to handle complex and confidential information with discretion
Interest in public spaces, plants, and the mission of the Arnold Arboretum a plus
Ability to sit and stand for long periods of time (up to seven hours a day with breaks)
Some repetitive motion such as folding materials and stuffing envelopes
Ability to set up and break down catered meals (squatting, lifting, twisting)
Ability to distribute mail and move small packages and office items weighing up to 25 pounds
Ability to drive and/ or walk between three buildings on the Arboretum campus. A vehicle provided for travel as needed.
Primary work takes place in an office environment within an incredibly beautiful 281-acre landscape.
What Makes the Arboretum Special?
The Arnold Arboretum of Harvard University is the oldest public arboretum in North America and one of the world’s leading centers for the study of plants. Founded in 1872 and designed by America’s first landscape architect, Frederick Law Olmsted, and the Arboretum’s first director, Charles Sprague Sargent, the 281-acre Arboretum is a historic landmark and one of the best-preserved of Olmsted’s landscapes. A unique blend of beloved public landscape and respected research institution, the Arboretum provides and supports world-class research, horticulture, and education programs that foster the understanding, appreciation, and preservation of woody plants. Along with a horticultural library and herbarium encompassing some 4.8 million dried plant specimens, the Arboretum comprises one of the largest and best-documented woody plant collections in the world, with over 15,000 living plants. To learn more about the Arnold Arboretum and our upcoming sesquicentennial (150th anniversary), please explore www.arboretum.harvard.edu.
The Arnold Arboretum views diversity, equity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a culture where everyone can thrive. Our community is made of individuals who draw from a dynamic range of backgrounds to contribute to the pursuit of our common goals. The work and well-being of the Arnold Arboretum are strengthened by the diversity of our network and our differences in background, culture, experience, national origin, religion, sexual orientation, gender, gender identity, gender expression, race, ethnicity, age, ability, political views, veteran status, and more. We actively seek and welcome people of color, women, persons with disabilities, people who identify as LGBTQIA, and those who are at the intersections of these identities, from across the spectrum of disciplines and methods to join us. Together, we strive to create an environment that values diversity, promotes an inclusive culture, and establishes a profound sense of belonging for each member of our community.
PLEASE NOTE: The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.
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