Job Summary :
Reporting to the Director of Administration in the Office of the Dean, the Executive Assistant provides a wide range of administrative support and coordination to ensure the efficient operation of the Office of the Dean, performing high-level administrative support with accuracy, discretion, and good judgment.
Position Description :
TYPICAL DUTIES AND RESPONSIBILITIES
-Manages the Dean’s calendar, schedule and responds to departmental, GSD, Harvard-wide, and external constituent meeting requests; proactively troubleshoots and addresses any scheduling conflicts that arise.
-Serves as the first point of contact and source of information source for the Office of the Dean with faculty, staff, students, and the public via phone, email, and in person.
-Edits and proofreads communications for the Dean, as needed.
-Facilitate agenda setting for weekly meetings between members of the senior leadership team and the Dean.
-Processes reimbursements, departmental invoices, and PCard receipts; reconciles Dean’s corporate card on a monthly basis via Concur; acts as liaison with the Finance Office.
-Reliably and consistently gathers, organizes, and disseminates critical and time-sensitive information from GSD and University sources for meeting materials, travel itineraries, communications and historical reference.
-In consultation with the Director of Administration, assists as needed with making travel arrangements; assists with coordinating events run through the Office of the Dean, including reserving rooms, working with vendors and caterers, issuing invitations, and staffing events as necessary.
-Manages upkeep of Dean’s office library, including ordering publications, shelving, maintaining records.
-Monitors and maintains office equipment and supplies and manages office resource room, including general organization, mail distribution, and ordering of supplies.
-Responsible for overall office neatness and organization.
-Assists with projects as needed; performs other related duties as required.
-This position’s responsibilities also include varied projects and tasks that arise out of ongoing shifting demands that cannot always be foreseen. A desire to turn chaos into order, a sense of humor, flexibility, priority-setting and re-prioritizing, and initiative are essential.
-Other duties may be assigned.
Basic Qualifications :
-Bachelor’s degree or equivalent experience required.
-2+ years of related administrative support experience, preferably in an academic environment or directly supporting a high-level manager required.
-Excellent written and oral communication skills.
-Strong computer skills required including proficiency with Microsoft Office Suite, email and calendar applications. Experience with Adobe Creative Suite a plus.
Additional Qualifications and Skills :
-Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
-Ability to work as part of a close team of staff sharing responsibilities when necessary to meet the needs of the office. Must be comfortable working in a fast-paced environment in a team setting.
-Ability to take the initiative, handle multiple projects, set priorities, and complete tasks on time.
Professional manner and excellent organizational skills.
-Must work with confidentiality and have good judgment.
-Demonstrated ability to prioritize and execute multiple tasks simultaneously.
-Must be a self-starter and have excellent follow-through skills.
-Must be able to interact professionally with all levels of staff, faculty, potential donors and the public.
Please note: This is a term position with an end date of June 30, 2024.
There are no supervisory responsibilities associated with this position.
Additional Information :
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.
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.
[Full-Time (Salaried)] Salary Range: 56000-65000
This position is hybrid, with a schedule of 35 hours per week, Monday through Friday, 7 hours/day. The schedule of in-office and remote hours will be determined in conversation with the supervisor. The position may require overtime during peak periods.
Physical Requirements :
There are no known physical requirements related to this position
Working Conditions :
Work is mainly performed in an office setting
Level of English Required: Advanced/Fluent
How to Apply: