Floating Event Manager

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Independently perform a wide range of duties related to catering and event sales including booking, selling, planning and coordinating events while assuring the highest level of customer service.

Job-Specific Responsibilities:

• Collaborate with culinary and service teams in order to successfully serve guests and achieve a high level of customer satisfaction
• Meet weekly with the catering office and production staff regarding details of upcoming events, including event logistics, food presentation, and arrival/departure timelines. 
• Create unique and imaginative themes and properly executes the look for a variety of events.
• Manage all aspects of assigned events through conception and execution in multiple locations, including site visits prior to the event, ordering all items necessary for events (linen, equipment, bar services, temporary waitstaff, and floral décor).
• Develops a good working relationship with clients and on-site managers. Maintains continuous contact with clients and vendors to discuss timelines and expectations.   
• Manages assigned staff, including assigning staff duties and responsibilities, pre-meal meetings, event timeline, special requests, and clean-up, and addresses performance issues, including imposing discipline, in a timely and consistent manner. 
• Ensures employment practices are compliant with the current Collective Bargaining Agreement and all University personnel policy and procedures. 
• Represents HUDS to students, faculty, staff and guests in a positive and professional manner at all times.   
• On-Site Support: Provide support during on-site event execution as assigned, including assisting with setup, service coordination, and breakdown activities, ensuring smooth operations based on business needs.
• Collaboration & Teamwork: Contribute to fostering a positive and collaborative work environment that encourages open communication, fairness, and continuous learning while aligning with HUDS and University goals.
• Process vendor invoices, assist with client billing, the preparation of reports, documents, and presentations.
• Utilizes the management system to maintain, update, and communicate event information for major University events utilizing tools but not limited to Momentus, Social Tables,TripleSeat and Microsoft 365 Office tools.
• Ensure sanitation standards are in compliance with city and state laws, Harvard Environmental Health and Safety regulations, departmental and HACCP policies.
• Ensures compliance with State of Massachusetts and Dining Services’ “Food Employee Illness Policy”.
• Demonstrate strong multitasking, organizational, and problem-solving skills to provide effective support under pressure in a fast-paced environment.
• Respond to last-minute changes and unforeseen circumstances with professionalism, flexibility, and composure.
• Perform other duties as assigned to ensure the success of departmental operations and events.

Working Conditions:

• Continuous:  walking, standing, lifting.
• Frequent:  bending, reaching, squatting, push/pulling.
• Occasional:  climbing, sitting, handling, manual dexterity.

Physical Requirements:

• Position frequently involves long hours and widely diverse duties
• Must be able to lift (approximately 20 to 30 pounds), bend, stoop and perform other physical exertion
• Ability to stand for extended periods of time

Basic Qualifications:

• Minimum of 2 years’ relevant work experience.
• A valid driver’s license and willingness/ability to drive.

Additional Qualifications and Skills:

• HS Diploma and at least 5 years prior front of the house catering experience in high volume, fine dining events with off-premise or hotel catering operations.
• Knowledgeable about current food and event management trends.
• Previous supervisory experience, with ability to hold team members accountable.
• Proficiency in Momentus, TripleSeat, Social Tables, Microsoft Office applications (Word, Outlook, Excel, Teams). Ability to learn other software applications as needed.
• Must be able to work evenings, weekends and holidays as needed.
• Strong communication (verbal, written, interpersonal) skills and an ability to communicate effectively with a diverse constituency.
• Strong time management, organizational and multi-tasking skills.
• Must be adaptable to a frequently changing environment and ability to remain calm and professional in stressful situations.
• Works professionally, ethically and with integrity; Uphold the vision and mission of HUDS and the University.
• ServSafe, CPR/Chokesave, Allergen Awareness, TIPS and Crowd Manager certified, or willing to become so.

Standard Hours/Schedule: 40 hours per week

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Criminal, Motor Vehicle Record, Drug Test

Emergency Status Designation: Essential Personnel

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Work Format Details

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment. 

Salary Grade and Ranges

This position is salary grade level 056. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.