Summary: As the primary administrative support for the Vice President for Harvard Public Affairs and Communications (HPAC) and the Chief of Staff, the Executive Assistant will provide high level executive support, including, but not limited to: scheduling, coordinating, and preparing principals for complex meetings and events; arranging travel; expense and travel financial processing; and similar duties. Working closely with and reporting to the Chief of Staff, the Executive Assistant works to help set and manage priorities and schedule based demands as well as developing and administering systems for the office of the Vice President; maintains files; handles incoming requests via telephone, email, and mail; researches issues as directed; drafts and edits correspondence, briefings, and summaries as appropriate for the VP; and addresses questions coming in to the VP office. The Executive Assistant also ensures the Vice President is prepared for all daily activities, which includes preparation and gathering of meeting materials and tracking of ongoing projects or other activities.
Typical Duties & Responsibilities include the following. Other duties may be assigned as needed.
As the primary assistant for HPAC's Vice President, performs a wide range of duties, working closely with the Chief of Staff, to ensure smooth daily operations for the Office of the Vice President.
Responsible for developing effective systems for managing the Vice President's Office's scheduling and administrative needs.
Researches and coordinates special projects as directed by the Vice President, the Chief of Staff, and other members of the HPAC senior management team.
Manages contacts and relationships with key constituents, including senior university administrators, deans, faculty, staff, as well as external contacts in corporate, government, and media fields.
Responsible for all incoming phone calls and messages during office hours of 8:30am – 5:30pm, including securing coverage for time away from the phone; provides immediate message relay and escalates and redirecting incoming requests as appropriate.
Drafts and edits correspondence; transcribes interviews and other related materials.
Acts as primary manager of VP and COS calendars. Helps to prioritize principals' schedule requests and travel arrangements, especially in coordination with other senior level administrative staff.
Schedules and coordinates logistics for meetings, travel, and special or departmental events.
Independently arranges and coordinates all travel for the Vice President and Chief of Staff travel and reconciles corresponding expenses; this may include securing necessary security, visa/immigration, or other international travel materials as appropriate.
Tracks and manages all financial expenses for principals, including ensuring all corporate credit cards and reimbursement payments.
Creates meeting agendas as directed and proactively seeks background materials for meetings as part of daily preparation
This is a confidential position exempt from the bargaining unit. The role has a 40/hour workweek and some overtime may be required. The standard work schedule will be Monday through Friday 8:30am to 5:30pm (1 hour unpaid lunch).
Harvard University Benefits Package Vacation/Sick/Personal/Holidays: Harvard offers 3 (union roles) - 4 (exempt) weeks paid vacation, a paid holiday break between Christmas and New Year's Day, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days each year. Medical/Dental/Vision Benefit: Harvard offers a variety of excellent medical, dental, and vision plans which all begin on the first day of employment. Retirement: University-funded retirement plan with full vesting after 3 years of service. Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted study options through participating Harvard Graduate Schools. Transportation: Harvard offers a 50% discounted MBTA pass as well as parking options to assist employees in their daily commute to campus. Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health services. There are also fee-based athletic facility memberships available at various locations around the university for employees.
Salary Grade: 054
Union: 99 - Non-Union, Confidential Non-Ex
At least two years of related administrative experience in a highly visible, senior administrative support position, preferably in an academic or similar environment.
College degree preferred. Must possess proven administrative, communication, and organizational skills. Ideal candidate must possess a high level of confidentiality, use of sound judgment and strong attention to detail. Solid knowledge of office processes and protocols. Ability to multitask and deal with constant interruptions and deadlines, professional manner and ability to interact well with all types of people. Must be highly proficient with Microsoft Word, Excel, and Powerpoint. Familiarity with Harvard and its systems a plus.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
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. T...he 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.