Executive Assistant and Administrative Coordinator
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 T.H. Chan School of Public Health?
The Harvard T.H. Chan School of Public Health is a world-renowned institution dedicated to advancing public health through cutting-edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission-driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work-life balance are valued.
Learn more about the School’s mission, objectives, and core values, our Principles of Citizenship, and about the Dean’s AAA vision about our school’s ongoing strategic initiatives.
Job Description
Job Summary:
The mission of the Harvard T.H. Chan School of Public Health is to advance the public's health through learning, discovery and communication. To pursue the mission, the school produces knowledge through research then translates this knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations.The François-Xavier Bagnoud Center (FXB) Center for Health and Human Rights is a University-wide center that conducts rigorous investigation of the most serious threats to health and well-being globally. The Center was established 32 years ago to promote the idea that health is threatened when people are denied or deprived of their rights. We work closely with scholars, students, the international policy community, and civil society to engage in ongoing strategic efforts to promote equity and dignity, especially for the marginalized and oppressed around the world.
The Executive Assistant and Administrative Coordinator will support the FXB Center's Director in day-to-day administrative needs as well as in research, writing and presentation assistance and will have close linkages to the Executive Director, Program and Strategy Officer and administrative team. This role requires excellent communication and interpersonal skills, strong attention to detail, and the ability to effectively multi-task
Job-Specific Responsibilities:
The Executive Assistant and Administrative Coordinator will be responsible for a wide range of complex and confidential administrative duties to support the management and smooth operations of the Center and its Director, communicating with numerous internal and external constituents as a key point of contact. This individual will proactively anticipate and resolve problems, and update the FXB management accordingly.
Specific responsibilities will include, but are not limited to, the following:
- Supports the FXB Center Director on all day-to-day needs, including managing a complex calendar, arranging for meetings, appointments and travel, and preparing expense reports for the Center Director. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence for Center Director. Creates daily agenda for the Center Director and ensures all appropriate briefing notes are prepared 24 hours prior to any event.
- Serves as principal programmatic contact and liaison with departmental or program constituents, other universities, institution's or with government agencies; principal source of information on the Director’s research projects, calendar and engagements. Makes an intentional effort to become deeply familiar with the partner organizations and events related to the Center Director's work so as to be able to accurately prioritize meetings and scheduling.
- Coordinates team meetings for research projects in the Director's portfolio. Coordinates all staff meetings and senior leadership team meetings. This involves scheduling, distribution of the agenda, arranging for Zoom connection as necessary, taking notes as appropriate and organizing follow up.
- Performs various office management and administrative support responsibilities including but not limited to inventory ordering and restocking, general organizing, assisting with onboarding new employees including the I-9 process, arranging guest passes and parking, answering and routing phone calls, processing the FXB credit cards and paying some Center invoices. Responsible for FXB incoming and outgoing shipments including FedEx. Serves in a reception role for center on site and for special events.
Performs other duties and responsibilities as needed.
PLEASE NOTE: Shortlisted candidates will be required to submit a writing sample as part of the selection process.
PLEASE NOTE: This position has a term end date of one year from date of hire, with the possibility for extension. A standard schedule (Monday through Friday, 9-5) is expected, though occasional flexibility may be required including some nights and weekends for key events or crisis management. This is an on-site position and is based in Boston, MA. Additional detail pertaining to this position will be discussed during the interview process.
Qualifications
Basic Qualifications:
- 5+ years of related experience is required; a combination of education and experience may be considered.
- Experience with Microsoft Office suite, including Outlook, Word, PowerPoint and Excel
Additional Qualifications and Skills:
- Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools preferred
- Experience and skill with Wordpress and Concur preferred.
- Strong oral and written communication skills, self-motivated, strong organizational and interpersonal skills Experience prioritizing and managing multiple deadlines
- Demonstrated experience problem solving independently
- Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy preferred
- Experience working across teams and with a variety of projects and constituencies preferred A conviction to the FXB Center's overarching mission preferred
Additional Information
Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!
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- The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
- Harvard University requires pre-employment reference checks and background screenings.
- This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.
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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.
- Appointment End Date: One year from date of hire, with possibility of extension.
- Standard Hours/Schedule: 35 hours per week
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Identity, Education
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.