Job Description
Job Overview We are seeking a dynamic and motivated Graduate Student Intern (must be enrolled in a program in the Boston-area) to join our team as an Office & Events Coordinator. This paid internship offers a unique opportunity to develop essential skills in event planning, office management, and stakeholder engagement within a vibrant professional environment. As an integral part of our team, you will coordinate a variety of events, support administrative functions, and enhance the overall experience for attendees and colleagues alike. This role is perfect for a proactive individual eager to gain hands-on experience in hospitality, marketing, and organizational management while contributing to impactful events and initiatives. Responsibilities Assist in planning, organizing, and executing a wide range of events including conferences, seminars, workshops, and community outreach activities. Coordinate logistics such as venue selection, catering arrangements, audiovisual setups, and event materials to ensure seamless execution. Manage event marketing efforts by promoting upcoming events through social media, email campaigns, and other channels to maximize attendance and engagement. Support venue setup and breakdown, ensuring all aspects of the event space meet standards for guest comfort and safety. Handle guest services by greeting attendees, providing information, managing registrations, and addressing inquiries promptly with excellent customer service skills. Oversee budgeting processes for events, tracking expenses and negotiating contracts with vendors such as caterers or equipment providers to stay within allocated budgets. Maintain organized records of event details, contracts, budgets, and feedback to inform future planning efforts. Overview: The Harvard Varsity Club, Inc. (HVC) is seeking a highly organized, proactive, and motivated graduate student to join our team as a full-time intern. This is a unique opportunity to gain hands-on experience in athletic administration, alumni relations, development, and event planning while contributing to the daily operations of a dynamic and historic organization. The position supports all HVC activities and endeavors including, but not limited to, career services activities, newsletters and events, primary responder to visitors as well as phone and email inquiries, HVC Board meeting coordination, varsity lettersweater distribution, first-year t-shirt design and distribution, HVC dues and gift processing, office managerial duties, and special event coordination, some of which require occasional attendance on evenings and weekends. Key Responsibilities: Office Management: Serve as the first point of contact in office by greeting visitors, answering phones and responding to general inquiries. Manage deposits and financial tracking for checks received. Monitor and replenish office supplies as needed. Oversee internal accounts, ensuring timely and accurate record-keeping. Create and send hand-written thank you notes to all HVC donors. Ticket Program Coordination: Organize and manage the distribution of Harvard Varsity Club ticket allotments for the Red Sox, Bruins, and Celtics. Maintain waitlists, communication with members, and timely distribution logistics. Event Leadership: Take the lead in planning and executing HVC annual events, including: Football Pregame Reception All-Sport Reunion HVC Board Meetings Collaborate with HVC staff, campus partners, and vendors to ensure seamless event experiences. Liaison for Friends Groups: Act as the primary office contact for the Friends of Harvard Skiing, Squash, Tennis, Volleyball, Water Polo, and Wrestling . Support communication, event coordination, and special projects aligned with each group’s goals. Hall of Fame: Assist with fact gathering for Hall of Fame nominations for selection committee. Enhance Hall of Fame online biographies and overall presence. Preferred Qualifications: Current or incoming graduate student Exceptional organizational and time management skills. Strong interpersonal and communication abilities. Interest in sports, alumni engagement, or nonprofit administration. Proficiency in Microsoft Office and Google Workspace; experience with digital marketing and email systems is a plus. What We Offer: Competitive hourly compensation. Flexible, team-oriented work e