Events & Engagement Coordinator

Job Summary: 

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.

About You:

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.

About the Role:

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.