Associate Experiential Marketing and Events

Job Description Summary

For over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.

In our collegial environment that’s marked by low turnover and high energy, you’ll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.

We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.

HarbourVest is an equal opportunity employer.

This position will be a hybrid work arrangement. You will receive 18 remote workdays per quarter to use at your discretion, subject to manager approval. For example, you may choose to work in the office 4 days per week and take one remote day weekly (typically 13 weeks per quarter), leaving 5 additional remote days to be used as needed.

The Associate, Experiential Marketing and Events supports the planning and delivery of HarbourVest's global event portfolio, including client events, internal programs, networking events, leadership dinners, annual meetings, GP events, and regional programs. The role is designed for an independent, detail-oriented professional who works quickly, takes ownership, and can manage multiple priorities in a fast-paced environment.

The Associate coordinates assigned programs and workstreams from planning through post-event follow-up, with responsibility tailored to the scope of each event. The role also supports venue research, event technology, client gifting, sponsorship store operations, vendor coordination, and onsite execution.

Key Responsibilities

Event Planning and Execution

• Manage planning and delivery for select events and assigned workstreams within larger in-person, virtual, and hybrid programs, aligning objectives, timelines, and execution with internal partners.
• Coordinate registration, attendee communications, transportation, accommodations, event materials, gifting, and onsite logistics.
• Coordinate directly with internal partners, venues, hotels, production teams, transportation providers, caterers, and other vendors for assigned programs.
• Coordinate onsite execution for assigned programs, anticipate needs, resolve issues, and advance decisions when appropriate.

Venue and Event Research

• Research venues, hotels, restaurants, event destinations, activities, and experiential concepts.
• Request proposals, compare pricing and capabilities, conduct initial outreach, and prepare concise recommendations.
• Maintain organized venue, vendor, and destination research for future programs.
• Identify new ideas that improve attendee experience, efficiency, or value.

Client Gifting and Sponsorship Store

• Manage client gifting requests, including product research, ordering, inventory, fulfillment, shipment tracking, and issue resolution.
• Be responsible for day-to-day operations of the sponsorship and client gifting store, keeping products, inventory, records, and fulfillment processes current.
• Coordinate with vendors and internal partners to deliver gifts and sponsorship materials on time and within budget.
• Monitor inventory levels and recommend replenishment, consolidation, or new product options.

Cvent and Event Technology

• Support Cvent event builds, registration sites, invitations, attendee management, reporting, surveys, and event communications.
• Maintain clean attendee data and follow established registration standards and templates.
• Build working knowledge of Cvent capabilities and apply platform standard methodologies.
• Assist with event reporting, metrics, and post-event insights.

Event Operations and Team Support

• Maintain event plans, timelines, budgets, and status updates for assigned programs, including invoices, contracts, purchase orders, and vendor documentation.
• Prepare attendee lists, briefing materials, logistics documents, run-of-show materials, and event recaps.
• Maintain event inventory, supplies, storage areas, templates, and operating resources.
• Provide flexible support across the team based on changing event and business priorities.

Qualifications

• Bachelor's degree in marketing, communications, hospitality, event management, or a related field.
• 3-5 years of experience in corporate events, hospitality, marketing, conferences, or client-facing programs. Financial Services background preferred.
• Experience coordinating events from planning through follow-up and independently managing assigned programs or workstreams.
• Familiarity with Cvent or a similar event management platform.
• Experience working with venues, vendors, contracts, budgets, and event logistics.
• Proficiency in Microsoft Office, particularly Outlook, Excel, PowerPoint, and Word.
• Ability to travel and work outside standard business hours when needed for events.

Desired Skills and Attributes

• Independent, fast-moving self-starter who follows through with limited oversight.
• Highly organized with strong attention to detail and sound judgment.
• Comfortable balancing multiple deadlines, stakeholders, and changing priorities.
• Resourceful problem solver who proactively identifies next steps.
• Clear, concise communicator with a professional and service-oriented approach.
• Collaborative team member who is also comfortable owning work independently.
• Curious, creative, and motivated to improve event experiences and operations.

Success in This Role

Success means becoming a trusted, dependable member of the Events team who can move assigned programs forward independently, confidently manage workstreams within larger events, produce useful venue and event research, manage gifting and store operations, and provide accurate Cvent and logistical support. The ideal candidate combines speed, ownership, and attention to detail with a strong commitment to the client and attendee experience.

#LI-Hybrid

Base Salary Range
$85,000.00 - $90,000.00

This USD base salary range represents only one component of total compensation for this role and is provided in accordance with local requirements. This role is eligible for a discretionary annual bonus, which is determined based on individual and overall firm performance. In addition to salary and bonus eligibility, total compensation may include participation in long-term reward programs (typically for more senior-level roles). We also offer a comprehensive total rewards package that may include retirement contributions, health insurance, income protection, paid time off and leave benefits as well as well-being programs. Our total rewards offerings are influenced by several business factors, and eligibility for certain components will vary by position and geography. Please note the posted ranges do not apply outside the U.S. and should not be converted to other currencies as a proxy for compensation in other countries.