Member Events Coordinator

Exciting Opportunity to Join the Harvard Club of Boston Team!

Are you passionate about creating unforgettable member experiences? Do you thrive in dynamic environments where no two days are the same?

The Harvard Club of Boston is seeking an enthusiastic and detail-oriented Member Events Coordinator to join our team. This role is your chance to help plan and execute signature events that are a cornerstone of our club, including Sunday brunches, holiday celebrations, pop-up experiences, and member excursions.

If you love bringing people together and making events come to life, this is the role for you!

Company Overview

The Harvard Club of Boston is a prestigious alumni club, dedicated to fostering a community that brings members, family, friends, and colleagues together.

Our unique and historic clubhouse, nestled in the heart of Boston, offers members exclusive dining, lounge, overnight rooms, workspaces, and fitness services.

As the only Platinum Harvard alumni club in Massachusetts, we pride ourselves on delivering top-tier service and experiences to our members, celebrating their connection to Harvard University.

Position Overview

The Member Events Coordinator (MEC) will work closely with the Member Events Director to plan, market, and execute a range of key events that define our membership experience.

You’ll also collaborate with our catering team on private and outside functions, acting as a bridge between departments to ensure seamless event execution during a transitional time within departments.

Additionally, the MEC will work with the Operations team to create and implement seasonal and opportunistic clubhouse activation activities that enhance the member experience throughout the facility, ensuring an engaging and vibrant atmosphere year-round.

This role is critical to the success of our high-profile events, and working during key holiday events is required.

Essential Functions

• Member Events and Engagement
• Event Creation & Management : Work with the Member Events Director to plan, detail, and execute signature member events, such as Sunday brunches, pop-up clubhouse activities, and member excursions.
• Collaboration : Serve as the liaison between the Membership and Catering teams, ensuring flawless execution of both member and private events.
• Clubhouse Activations : Collaborate with Operations to design and implement seasonal and opportunistic activities that enhance the clubhouse experience, creating an engaging environment for members.
• Marketing : Develop event marketing materials for the club’s website, app, newsletter, and social media, collaborating with the Marketing Manager to promote events.
• Event Logistics : Create Banquet Event Orders, floorplans, and schedules to coordinate food, beverage, AV, and setup needs with internal teams.
• On-Site Support : Serve as the key point of contact for members, guests, and vendors during events, ensuring everything runs smoothly from start to finish.
• Member & Guest Relations : Foster positive relationships with members, guests, and vendors to build trust and excitement around our programming.
• Catering and Private Events
• Sell, Coordinate and Manage Corporate and Social Catering events including Weddings for both members and non-members of the Harvard Club of Boston
• Provide overall direction and continuous evaluation of catering events to ensure complete client satisfaction
• Organize and plan all details of the client’s needs including food and beverage needs, room layout and offer suggestions for entertainment and decor
• Create and distribute clear, timely and concise Banquet Event Orders to all departments which detail the clients’ specific requests
• Meet with clients, conduct property tours
• Work very closely with the culinary team, beverage department and the banquet staff to ensure all aspects of events are executed properly
• Work closely with the Accounting Department post-event to ensure all charges for each event are accurate and the client is billed properly and in an efficient manner

Required Skills or Knowledge

• Bachelor’s degree or relevant work experience preferred.
• Excellent communication skills both written and verbal.
• Flexible and adaptable to meet the club’s evolving needs.
• Strong problem-solving skills and the ability to handle complex situations with professionalism.
• Self-motivated and a team player with the ability to work both independently and collaboratively.

Hours & Availability

• Flexibility to work evenings and weekends as required by the event schedule.
• Must be available for key holiday events and weekends.

Join us at the Harvard Club of Boston and be a part of creating experiences that our members will remember for a lifetime!