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Senior Events Planning Associate

Job

HERC

Cambridge, MA (In Person)

Part-Time

Posted 3 days ago (Updated 22 hours ago) • Actively hiring

Expires 7/30/2026

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Job Description

SENIOR EVENTS PLANNING ASSOCIATE
, Office of the President (part-time, 50%) , to coordinate administrative functions of Gray House related to VIP and high-profile events and event planning; plan, organize, and execute the events and social activities at Gray House working with the President's Office, President's Spouse, Gray House Manager, other departments, caterers, A/V, and outside vendors; request proposals from Executive Chef and caterers; work with catering representatives on menu planning, event details, and staffing needs; schedule special requirements and orders, such as room set-up/take-down, musicians, flowers, and rentals (linens, glassware, equipment); prepare guest lists and design and produce electronic invitations; ensure seating charts are approved and create nametags, place cards, and menu cards; conduct pre-event house check and post-event debrief and note lessons learned; review expenses and process payments; input necessary information into event database and generate data for financial reporting and analysis of events; serve as back-up to the Gray House Manager for the overall operations of Gray House.
REQUIRED
High school diploma or equivalent; a minimum 5 years' administrative or events support experience, working in a high-profile, professional setting required; excellent organizational skills, exceptional attention to detail, and a commitment to keeping work on schedule; demonstrate good judgment in decision-making; maintain confidentiality; deal discretely with sensitive information; ability to work nights and weekends; ability to think creatively, demonstrate flexibility, and work efficiently to manage priorities; and excellent verbal, written communications, and interpersonal skills.
PREFERRED
Bachelor's degree; experience with MS Office and databases. 06/26/2026