Executive Assistant – Harvard Graduate School of Design
Position Description:
SUMMARY:
Reporting to the Associate Dean for Student Affairs, the Executive Assistant provides a wide range of complex and confidential administrative support duties to ensure the efficient operation of GSD Student Affairs. Requires excellent interpersonal and communication skills as well as the ability to manage competing demands and deadlines. Responsibilities include acting as a secondary contact for office visitors, providing information, scheduling complex calendars, coordinating meetings, maintaining confidential files, and drafting and editing correspondence to the community.
This is a 3-month position expected to begin on January 21, 2025.
TYPICAL DUTIES AND RESPONSIBILITIES:
-Provides administrative and organizational support to the Associate Dean for Student Affairs, performing a wide range of multifaceted and confidential administrative duties.
-Maintains the Associate Dean’s daily calendar, scheduling numerous complex meetings and handles meeting arrangements including scheduling, planning logistics, reserving rooms, and preparing materials/agenda. May attend meetings and take internal meeting notes for the Associate Dean.
-Tracks specialized projects and programming generated through GSD Student Affairs, keeping projects on task and reporting on progress to the Associate Dean.
-Assists the Associate Dean with budget process annually. Processes corporate card transactions, orders office supplies.
-Drafts annual and routine correspondence. Oversees and responds to email messages in the deanofstudents@gsd general mailbox.
-Acts as Content Editor for Student Affairs webpages. Acts as a back-up editor for Student Life, Enrollment Services, and Career Services webpages as needed.
-Responsible for generating and updating internal documents; updates the GSD Student Handbook and emergency protocols annually. Assists with onboarding of new employees.
-Plans and implements Student Affairs Staff events annually, including but not limited to, the holiday party and summer retreat.
-Coordinates the Graduating Student Survey on an annual basis, including processing student survey data reports.
-Coordinates the Kennedy, Knox, and Sheldon (KKS) Traveling Fellowships application process at the GSD.
-Helps staff school-wide events generated through GSD Student Affairs. Events include, but are not limited to, Orientation and Commencement.
-Performs other job-related duties as required.
BASIC QUALIFICATIONS:
HS Diploma or equivalent required
3-5 years of related experience required
Excellent technical skills with high proficiency in MS Office, Zoom, databases, and web editing.
ADDITIONAL REQUIREMENTS:
BA/BS degree preferred
Ability to handle confidential materials with discretion required
Excellent interpersonal and organizational skills essential
Flexibility and ability to take initiative
Ability to handle multiple tasks and prioritize accordingly
Strong attention to detail
Must work well independently and as part of a team
Pay Rate:
$32.00-$35.00/hour depending on experience.
SUPERVISORY RESPONSIBILITES:
None
PHYSICAL DEMANDS:
-Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
WORK ENVIRONMENT:
-This is a hybrid position with a minimum of 2 days/week on-site.
-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.
-In order to be considered for this role, a cover letter is required. Candidates must be authorized to work in the United States now and in the future. We regret that we cannot sponsor a work visa.
To apply: please email your resume and cover letter to Jeannine Leach at jleach@gsd.harvard.edu
[Full-Time (Hourly)] Hourly Rate: 32-35
Schedule Requirements:
Minimum Requirements:
PHYSICAL DEMANDS:
Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Level of English Required: Advanced/Fluent
How to Apply:
To apply: please email your resume and cover letter to Jeannine Leach at jleach@gsd.harvard.edu