Executive Assistant

Posted: 25-Jan-24

Location: USA – MA – Cambridge

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 64863BR

Position Description

Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to delivering service and technological solutions in support of teaching, learning, research and administration. We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines – and depth in specific areas of expertise. HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment.
Reporting to the Manager of Administrative Operations, and a member of the Harvard University Information Technology (HUIT) Administration team that provides executive support to the HUIT Senior Leadership Team (SLT), the Executive Assistant provides a wide range of highly skilled administrative and executive assistance for three members of the SLT.
The Executive Assistant should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas. The Executive Assistant anticipates the daily needs of the SLT members and works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities.
This role schedules and coordinates appointments and complex meetings and makes appropriate preparations for meetings and/or takes notes at meetings. Organizes department Town Halls, retreats, events, and other collaborative functions and is responsible for all logistics related to these events. Drafts, proofreads, and edits documents, formats presentations, coordinates conferences, speaking engagements, and committee work. Supports departmental onboarding, offboarding, space moves, and other administrative priorities.
As a member of the Administration team, the Executive Assistant contributes to department goals and works closely with the team by accomplishing related duties and projects as needed.
Typical Core Duties:
Calendar Management and Briefings (30%) for three SLT members

• Manages three SLT member calendars, schedules and coordinates appointments, calls, and complex meetings.
• Responsible for appropriate preparations based on the day’s agenda, including facilitation and collection of background briefings and relevant materials.

Events and Meetings (25%) for two SLT members

• Organizes and plans departmental Town Halls, retreats, events, and other collaborative functions and is responsible for all logistics related to these events including Zoom management for virtual events, room reservation, catering, A/V setup, and other in-person logistics.
• Facilitates agendas for meetings, including note taking and dissemination.

General Communications (20%) for two SLT members

• Drafts, proofreads, and edits documents, creates and formats presentations and reports, as well as proofread other materials and presentations, as required.
• Maintains digital assets and repositories relating to committee work, presentations, and internal records based on local guidance and in accordance with the University’s General Records Schedule.

Expense/Finance and Travel Arrangements (10%) for one SLT member

• Responsible for making travel arrangements and preparing expenses reports in compliance with all financial policies.
• Acts as delegate for reconciliation of corporate and purchasing cards and personal reimbursements.

Administrative Operations (15%)

• Assists with ordering department specific supplies as needed.
• Supports onboarding and offboarding of staff within the SLT’s portfolio.
• Supports space moves and reconfiguration for departments within the SLT’s portfolio.
• Works as a team with two Executive Assistants to provide coverage for each other as needed for vacations and sick time.

Performs other related duties as required and assists with special projects.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required.
• 2+ years of administrative or related support experience in a dynamic environment.
• Strong proficiency with all MS Office applications as well as working in various file formats.
• Experience with collaboration tools such as Zoom or Slack.

Additional Qualifications and Skills

• Superior organizational skills, attention to detail, and demonstrated ability to deliver outstanding customer service.
• Must manage sensitive and confidential information with tact and discretion while exercising good judgement.
• Excellent analytical, verbal, and written communication skills and ability to convey information clearly and concisely.
• Strong time management and problem-solving skills, and the ability to prioritize competing demands in a fast-paced environment.
• Must have proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.
• Demonstrated ability to work independently, collaboratively with initiative, resourcefulness to meet deliverables, and commitment to equity, diversity, inclusion, and belonging.
• High level of diplomacy, organizational awareness, discretion, and problem-solving ability.

Working Conditions

• Work is performed in an office setting.

Additional Information

Please provide a cover letter with your application.
Please note:

• Harvard University requires pre-employment reference and background screening.
• We are unable to provide work authorization and/or visa sponsorship.
• This position has a 90-day orientation and review period.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Benefits

We invite you to visit 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.

Work Format

Hybrid (partially on-site, partially remote)
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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About Harvard University Information Technology
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.
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