Executive Assistant

16-Mar-2024

Faculty of Arts and Sciences

65238BR

Job Summary

The Social Science Administrative Support Group seeks an organized, proactive, and experienced Executive Assistant to coordinate and oversee all executive assistant support to a senior faculty member. 

Position Description

Coordinate Engagements and Communications

·       Serves as Primary Liaison and central point of contact for all faculty member’s engagement and communications (administrative, teaching, research, and external commitments).

• Serves as the principal administrative contact for correspondence (phone, email, and in-person)
• Composes, prepares, and edits correspondence and communications (e.g., email, letters, reports, memoranda, etc.) in a timely fashion, with accuracy, and in a tone and style consistent with the faculty member’s preferences.
• Drives pre-event planning for meetings, presentations, conferences, and other engagements; identifies key themes, logistics, and other pertinent advance information, key constituents, and participants.
• Event Planning and receptions. Experience with coordinating all details for hosting events and receptions with respect to catering and event logistics. Serves as liaison with event organizers throughout the planning and execution of the event.
• Prepares, edits, and proofreads memos and PowerPoint presentations, drafts talking points, and provides support as needed.
• Prepares Daily Briefings.

Oversees Complex Calendar Management and Travel Arrangements

·       Manages calendar, including scheduling appointments, events, and travel.

·       Coordinates complex travel arrangements including preparing itineraries. Comfortable scheduling hotel, airline, and car service reservations. Ensures that all travel arrangements are made in accordance with University guidelines and grant policies.

Financial Support

·        Prepares and monitors the processing of expense reimbursements and honoraria in a timely and accurate manner and in accordance with university guidelines and platforms.

·        Prepares purchase orders and expense reports and submits them for approval. 

Organizational/Office Support

·       Develops and maintains systems and procedures to manage all records, reference materials, and commitments, including paper files, SharePoint, and other systems.

·        Creates systematic process for tracking correspondence and status of requests and responses.

Basic Qualifications

Bachelors or equivalent work experience with a minimum of 5-7 years administrative experience to senior/executive-level staff with increasing levels of responsibility and independence.

Additional Qualifications and Skills

·        The ability to operate with discretion, good judgement and manage confidential communications and materials is a must.

·        Excellent organizational skills, impeccable attention to detail, and proven experience thriving in a fast-paced worked environment where demands may need to be reprioritized frequently.

·        Excellent interpersonal, verbal, and written communication skills.

·        Enthusiasm for creative and independent problem solving and for juggling multiple tasks under tight deadlines.

·        Resourcefulness and the ability to navigate complexity and ambiguity.

·        Familiarity and experience working within academic and/or corporate administrative systems.

·        Ability to prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressures and while juggling multiple requests.

·        Advanced understanding and experience with administrative functions, processes, and systems.

·        Demonstrated experience with a range of programs within Microsoft Office Suite including PowerPoint.

·        Experience with Concur a plus.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard’s Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA – MA – Cambridge

Job Code

403035 Executive Assistant

Work Format

Hybrid (partially on-site, partially remote)

Department

Social Sciences Administrative Support Group

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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