Executive Assistant
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Join a community that combines excellence in legal education and scholarship with a deep commitment to justice. Here at Harvard Law School (HLS), you’ll find an environment that values who you are and encourages you to grow, inspire others, and make a meaningful impact. Wherever you are in your career journey, HLS is a place where you can thrive, contribute, and be part of something bigger.
Job Description
Faculty Support Services seeks an Executive Assistant (EA) who is able to fulfill a dual role as an independent problem-solver and enthusiastic team member. The EA relishes the opportunity to oversee and manage the academic lives of two full-time Harvard Law School professors and Berkman Klein Center for Internet & Society (BKC) co-directors. Professor Charles Nesson requires a high competency when it comes to course planning, scheduling, and online platform support such as course websites and lodging legal filings, as well as the ability to think laterally when solving problems, with a willingness to take broad ideas and pare them down to manageable action items. Professor Jonathan Zittrain requires an intense ability to focus on calendaring and scheduling mindful of a variety of people and priorities; a willingness to multitask and add, drop, or reorganize priorities at a moment’s notice; and openness to changing or rethinking existing practices.
Professor Nesson and Zittrain’s work with the Berkman Klein Center for Internet & Society adds an extra layer of responsibilities to a typical EA role, including some scheduling of events and meetings at BKC, as well as working with BKC staff to coordinate projects, papers, and directors’ meetings. Professor Zittrain is also the director of the Harvard Law School Library, which requires working directly with Library staff, including the Library Innovation Lab, on projects, papers, and initiatives, and ensuring timely follow-up in all interactions.
Harvard Law School’s Faculty Support Services¿Department (FSS) is dedicated to providing approximately 200 faculty members and instructors with the high-quality assistance they need to successfully teach, conduct research, and advance scholarship. While each assistant works directly with members of the faculty—often acting as a liaison between students, other instructors, and various Law School and University administrative departments—our department comprises a collaborative and supportive team of assistants who are committed to collecting and sharing the most effective methods of administrative support.
As the Executive Assistant you will:
- Perform a wide range of administrative activities for two highly active faculty members supporting their teaching, research and external activities.
- Serve as a key contact for a high volume of inquiries from the press, students, colleagues, and other constituents, independently prioritizing and troubleshooting issues and tracking/monitoring necessary follow-up activity.
- Manage a complex calendar, triaging high volume of invitations weekly. Manage domestic and international travel planning logistics.
- Provide comprehensive support for classes, including managing the course website, editing cases and course materials, obtaining copyright permission, and preparing teaching materials such as seating charts. Arrange all ITS (Information Technology Services) needs for course, arrange office hours, enter grades, and prepare exams.
- Proofread, format, check, and edit documents; conduct ad hoc internet and library research; maintain and organize complex files.
- Use Concur and B2P (Buy-to-Pay) financial platforms to process payments, invoices, and reimbursements, and other financial transactions.
- Perform general office duties including photocopying, filing, ordering office supplies, placing catering orders, and reserving space for meetings and events. Proofread and process student recommendation letters.
Qualifications
Basic Qualifications
5 or more years of administrative support or related experience in a business or customer service environment. Education beyond high school may count toward some, though not all, experience.
Additional Qualifications and Skills
A successful candidate will be committed to supporting Professors Nesson and Zittrain, as well as Harvard as a whole, in achieving academic success; all the while honing their own administrative skills and developing into a supportive and enthusiastic leader within the office and the University.
We are looking for people who have:
- Strong organizational skills, superior attention to detail, and the ability to handle large work volume and juggle priorities independently.
- Experience managing calendars and interacting/problem solving with a wide range of constituents.
- Excellent oral and written communication skills with the ability to forge strong collaborative working relationships.
- Proficiency with Word, Adobe Acrobat Pro, Excel, PowerPoint, and ability to learn new software programs as needed. Additional proficiency with internet applications, such as YouTube, Google Drive, etc.
- A proactive approach to work with an ability to quickly pivot and adapt.
- Capability of working both independently and as part of a team.
- Initiative and a knack for anticipating problems and taking ownership of the work to help the faculty member accomplish professional goals.
- A high level of professionalism and reliability, with an understanding of the importance of maintaining confidentiality.
Additional Information
Standard Hours/Schedule: 40 hours per week. Full time, M-F.
Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
Pre-Employment Screening: Identity
Other Information:
All offers are made by HLS Human Resources.
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Work Format Details
This is a position that is based at a Harvard campus location with some remote work options available. 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.
Salary Grade and Ranges
This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
Benefits
Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:
- Generous paid time off including parental leave
- Medical, dental, and vision health insurance coverage starting on day one
- Retirement plans with university contributions
- Wellbeing and mental health resources
- Support for families and caregivers
- Professional development opportunities including tuition assistance and reimbursement
- Commuter benefits, discounts and campus perks
Learn more about these and additional benefits on our Benefits & Wellbeing Page.
EEO/Non-Discrimination Commitment Statement
Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.
Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.