About the Harvard Project for Asian and International Relations (HPAIR)

The Harvard Project for Asian and International Relations (HPAIR) is one of Asia's most prestigious student-run organizations, founded at Harvard University. HPAIR hosts annual conferences and leadership summits that bring together over 600 emerging leaders, scholars, and professionals from more than 40 countries to address pressing issues across the Asia-Pacific region and beyond. The organization is committed to fostering cross-cultural dialogue, policy innovation, and youth empowerment through world-class academic programming and networking platforms. HPAIR has a proven track record of organizing high-impact events in major cities across Asia, including Tokyo, Seoul, Kuala Lumpur, Bangkok, and Hong Kong. Now, HPAIR is expanding its footprint into Southeast Asia's emerging markets, with a strategic focus on Laos as a hub for regional youth engagement and international cooperation.

About the HPAIR Youth Leadership Summit (HYLS) – Laos Edition

The HPAIR Youth Leadership Summit (HYLS) is a flagship program designed to equip young professionals, university students, and aspiring leaders with the skills, networks, and knowledge needed to drive meaningful change in their communities. The Laos edition of HYLS will be a multi-day summit hosted in Vientiane, featuring keynote addresses from global thought leaders, interactive workshops, panel discussions on economic development, sustainability, technology innovation, and cultural diplomacy, as well as a social entrepreneurship pitch competition. This initiative builds on the momentum of HPAIR's successful expansion into Central Asia, including the Uzbekistan edition of HYLS organized by Jamola Urunbaeva and her exceptional team — Diyora Shodmonova, Munirakhon Mukhitdinova, Shuhrat Egamberdiev, Ezoza Norboeva, and Nodira Yusuf — in collaboration with the HPAIR headquarters team including Alice Lu, Rohan Tyagi, Jenny Ng, Elyse McManus, Chloe Zhong, Alyssa Phat, and Lonne Gilb. The Laos summit represents the next chapter in HPAIR's mission to democratize access to world-class leadership development across all corners of Asia.

Role Overview

We are seeking a highly organized and proactive Project Coordinator to serve as the operational backbone of the HPAIR Youth Leadership Summit (HYLS) in Vientiane, Laos. This is a unique opportunity to work at the intersection of international education, youth leadership development, and cross-cultural event management under the banner of a Harvard-affiliated organization. The Project Coordinator will work closely with the HPAIR international team, local partners in Laos, and a diverse group of volunteers to ensure the seamless planning, execution, and post-event evaluation of the summit. This role demands exceptional organizational skills, cultural sensitivity, fluency in both English and Lao, and the ability to manage multiple workstreams simultaneously in a fast-paced environment.

Key Responsibilities

Event Logistics Management: Plan and coordinate all logistical aspects of the HYLS summit in Vientiane, including venue selection, catering arrangements, audiovisual setup, transportation for delegates, and accommodation coordination for international participants, ensuring all logistics are executed on time and within the approved budget of up to USD 50,000.
Stakeholder Coordination: Serve as the primary point of contact between HPAIR's international team (based in Cambridge, Massachusetts and regional offices), local Lao government agencies, university partners such as the National University of Laos, and corporate sponsors, maintaining clear and consistent communication through weekly status reports and bi-weekly video conferences.
Participant Recruitment and Management: Lead the outreach and recruitment campaign targeting 150–200 young leaders and university students from Laos and neighboring Southeast Asian countries (Thailand, Vietnam, Cambodia, Myanmar), managing the application portal, selection process, and all participant communications from confirmation to post-event follow-up.
Program Development: Collaborate with the HPAIR programming committee to design a compelling summit agenda, including identifying and inviting 10–15 speakers, panelists, and workshop facilitators from academia, industry, government, and civil society, with a focus on themes relevant to Laos and the Mekong region.
Volunteer Team Leadership: Recruit, train, and manage a team of 20–30 local volunteers from Lao universities, assigning roles, conducting orientation sessions, and ensuring all volunteers understand their responsibilities, the summit schedule, and HPAIR's code of conduct and values.
Budget and Financial Oversight: Assist in the development and management of the summit budget, tracking all expenditures using tools such as Google Sheets and Expensify, processing vendor invoices, negotiating contracts with local suppliers, and ensuring financial accountability in accordance with HPAIR's fiscal policies.
Marketing and Communications: Partner with HPAIR's marketing team to localize promotional content for the Lao market, manage the summit's social media presence on platforms including Facebook, Instagram, LINE, and LinkedIn, and coordinate with local media outlets in Vientiane to secure press coverage before, during, and after the event.
Risk Management and Compliance: Identify and mitigate potential risks related to event safety, health protocols, travel disruptions, and regulatory compliance with Lao event permitting requirements, developing contingency plans and ensuring all necessary permits and insurance documentation are secured at least 30 days prior to the summit.
Post-Event Reporting: Compile and deliver a comprehensive post-event report within 14 days of the summit's conclusion, including participant feedback analysis collected via Google Forms and SurveyMonkey, financial reconciliation, key performance indicators (attendance rates, satisfaction scores, media impressions), and actionable recommendations for future HPAIR events in Laos.

Work Environment and Culture

This role is based in Vientiane, Laos, with a hybrid work arrangement during the planning phase (approximately 3 months prior to the summit) transitioning to fully on-site during the final two weeks and the summit dates. The HPAIR team operates with a flat organizational structure that values initiative, collaboration, and cultural intelligence. You will work alongside passionate young professionals from diverse backgrounds who are committed to making a tangible impact in Southeast Asia. The working environment is fast-paced and international, with regular virtual meetings across multiple time zones (EST, CST, ICT). HPAIR fosters a culture of continuous learning, mentorship, and professional development. Team members are encouraged to take ownership of their projects, propose innovative solutions, and grow into leadership roles within the organization.

Requirements

Essential Qualifications:

Bachelor's degree in International Relations, Event Management, Business Administration, Communications, or a related field from an accredited institution.
Minimum of 2–3 years of professional experience in event coordination, project management, or program coordination, preferably with international organizations, NGOs, or educational institutions.
Professional fluency in both English (written and spoken) and Lao (written and spoken); proficiency in additional languages such as Thai, Vietnamese, or Mandarin is a strong advantage.
Demonstrated experience managing budgets of USD 10,000 or above, with strong attention to detail in financial tracking and reporting.
Proven ability to manage multiple stakeholders, including government officials, corporate partners, academic leaders, and youth volunteers.
Strong interpersonal and cross-cultural communication skills, with sensitivity to working in a multicultural, multilingual environment.
Willingness to work flexible hours, including occasional evenings and weekends, during peak planning periods and the summit itself.

Preferred Qualifications:

Previous experience working with Harvard-affiliated programs, international youth organizations, or Model United Nations (MUN) conferences.
Familiarity with the Lao institutional landscape, including key universities, government ministries, and civil society organizations.
Experience with event management platforms such as Eventbrite, Cvent, or Hopin.
Knowledge of design tools such as Canva or Adobe Creative Suite for creating promotional materials.
Existing professional network in Laos or the Greater Mekong Subregion.

Technical Skills and Tools

Project Management: Asana, Trello, Monday.com, or Notion for task tracking and team coordination.
Communication: Slack, Zoom, Google Meet, Microsoft Teams, and LINE for daily communication with international and local team members.
Document and Data Management: Google Workspace (Docs, Sheets, Slides, Forms), Microsoft Office 365, and Dropbox for file sharing and collaborative editing.
Financial Tools: Expensify, Google Sheets (advanced formulas and budget templates), and familiarity with basic accounting principles.
Marketing and Outreach: Facebook Business Suite, Mailchimp, Canva, Hootsuite, and basic SEO principles for digital outreach.
Survey and Feedback: Google Forms, SurveyMonkey, Typeform for participant registration and post-event evaluation.

Benefits and Compensation

Competitive monthly salary commensurate with experience, benchmarked against international NGO standards for Vientiane, Laos.
Opportunity to earn a performance-based bonus tied to summit delivery metrics and participant satisfaction scores.
Official HPAIR certificate of completion and a personalized letter of recommendation from HPAIR leadership upon successful project delivery.
Full access to HPAIR's global alumni network of over 10,000 professionals across 40+ countries, providing long-term career development opportunities.
Professional development support, including access to HPAIR's online leadership development resources and mentorship from Harvard-affiliated professionals.
Accommodation assistance for the duration of the summit period in Vientiane.
Transportation allowance for local travel related to summit logistics.
The chance to represent a Harvard-affiliated organization and contribute to youth empowerment in one of Southeast Asia's most dynamic and rapidly developing countries.

Career Growth Opportunities

This position offers a clear pathway for professional advancement within HPAIR's growing network. High-performing coordinators may be promoted to Senior Program Manager or Regional Director for Southeast Asia roles, with responsibility for overseeing multiple HPAIR events and initiatives across the region. HPAIR alumni have gone on to pursue graduate degrees at top universities including Harvard, Oxford, and the National University of Singapore, as well as careers at organizations such as the United Nations, the World Bank, McKinsey & Company, and Google.

Hiring Process and Timeline

Applications will be reviewed on a rolling basis, with priority given to candidates who apply before the deadline. The hiring process consists of three stages:

Application Review: Submit your CV/resume and a cover letter (maximum 2 pages) outlining your relevant experience and interest in the role. Applications should be submitted through the official HPAIR careers portal.
First Round Interview: A 45-minute video interview with the HPAIR Regional Operations Manager, focusing on your event management experience, problem-solving abilities, and cultural competency.
Final Round Assessment: Shortlisted candidates will be asked to complete a practical case study exercise (timed, 3 hours) simulating a real summit planning scenario, followed by a 30-minute panel interview with HPAIR senior leadership.

The expected start date is within 4–6 weeks of the final offer. We encourage all qualified candidates, particularly those with ties to Laos or the Southeast Asian region, to apply promptly. HPAIR is an equal opportunity organization and welcomes applications from individuals of all backgrounds, nationalities, and identities.