Executive Assistant

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Kennedy School?

The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

Job Description

The Growth Lab at the Harvard Kennedy School has an immediate opening for a full-time, Executive Assistant to support the Faculty Director.

In a fast-paced environment, the Executive Assistant is an essential member of the lab and central to its activities. The Executive Assistant provides high quality administrative, logistical, and course support to the Faculty Director and serves as the first point of contact and liaison to faculty, fellows, staff, students, and high-level external contacts. The Executive Assistant will organize and manage the Faculty Director’s agenda, calendar, travel logistics, finances, course materials, and related activities. This role will provide the opportunity to learn about global inclusive economic growth, higher education, project management, communications, and to facilitate high-level networking and fundraising initiatives.

Candidates must be able to manage a wide range of complex administrative duties including booking intricate and complex domestic and international travel arrangements; scheduling meetings; drafting, proofing, and managing correspondence in a timely, discreet, and accurate manner; support the Faculty Assistant with academic activities such as syllabi editing, proofreading materials, and engaging with teaching teams. The Executive Assistant will interact with a variety of stakeholders including students, senior university administrators, faculty, donors, and prominent individuals and organizations. The Executive Assistant must be a self-starter, proactive in problem-solving; able to multitask; and possess excellent oral and written communication. This role requires maturity, tact, and diplomacy in all interactions. Good judgement and discretion are essential to this role.

Responsibilities for this position will include (and are not limited to)

• Managing a complex calendar for the Faculty Director, coordinating high-level meetings within and outside Harvard, and globally working across multiple time zones;
• Arranging internal research team meetings, preparing materials, and ensuring the faculty is briefed on action items prior to meetings;
• Managing and coordinating all aspects of international and domestic travel arrangements including working with a Harvard approved travel agency to book flights and hotels, visas, and all other travel related documents;
• Maintaining a well-organized, high-volume multilingual inbox for the faculty member, ensuring timely daily responses and flagging high-priority messages requiring immediate attention;
• Managing correspondence: drafting & editing letters, memoranda, responding to invitations and meeting requests, and all other correspondence requests that the faculty requires;
• Managing relationships with high-level donors and key contacts, ensuring timely follow-up and drafting sensitive communication;
• Supporting the Faculty Assistant in providing course support including editing course syllabi, proofreading lecture/course materials, compiling readings, and updating information on the online course page, coordinating student office hours, maintaining the Faculty Director’s webpage and liaising with teaching fellows and course assistants. Working with the Communications and Media Services to ensure all course material is recorded and up to date.
• Serving as the main public representative of the Growth Lab to all visitors and handling all general inquiries on campus, email, and telephone;
• Working with the Faculty Assistant to process and assist with financial payments through Concur, including vendor invoices, individual reimbursements, and other accounts payable and receivables;
• Supporting a diversity of projects such as conference and event logistics, proposal and presentation editing, and document support; and
• Working with the executive director, program, and research directors to prioritize meetings and conference attendance of team members and faculty.

The successful candidate will gain exposure to ground-breaking research on inclusive economic growth, high-level academic fundraising initiatives, and opportunities to get involved with the broader Harvard Kennedy School community. The Growth Lab is a high-profile, fast-paced office with friendly and energetic staff.

Qualifications

Basic Qualifications:

5+ years of demonstrated professional experience providing high level administrative support and complex calendar coordination and international and domestic travel arrangements.

Additional Qualifications and Skills:

• Friendly and professional demeanor and excellent communication skills in English (verbal and written), plus basic understanding of Spanish.
• Ability to prioritize to meet tight deadlines in a fast paced, high-energy and constantly changing environment.
• Demonstrated intermediate skill level with Word, Excel and PowerPoint and open to learning existing and new technologies.
• Adaptable, flexible, and able to multitask while maintaining a calm demeanor and excellent attention to detail.
• A team player and collaborative, with superb customer service skills who is highly motivated and detail-oriented with strong organizational skills.
• Comfortable working with high-profile individuals and organizations; prior experience is required.
• Verbal and written fluency in Spanish strongly preferred.
• Degree preferred.

Additional Information

• Appointment End Date: This position is a fully benefits eligible term appointment ending one year from date of hire, with the possibility of renewal.
• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. 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 055. 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.