Executive Assistant, Vice President’s Office
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Why join Harvard University Central Administration?
Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.
Job Description
Job Summary:
This position supports the work of the Vice President for Harvard Public Affairs and Communications and the Assistant Vice President and Chief of Staff, HPAC. Reporting to the Managing Director of Administration, HPAC, this position independently performs a wide range of complex and confidential administrative and clerical support duties. This role requires excellent communication and interpersonal skills and the ability to provide information and service to a wide range of internal and external contacts. Requires knowledge of the University and departmental policies and procedures. Includes responsibility for executive office management as appropriate.
Job-Specific Responsibilities:
- Owns responsibility for managing the calendars for the VP and AVP. This work includes but is not limited to scheduling complex group meetings and individual appointments with both internal partners and external constituents; proactively managing conflicts as they arise; anticipating needs of the VP and taking initiative to coordinate with the AVP and fellow colleagues to adjust/arrange their schedule to maximize the VP’s time and focus; and regularly communicating updates to the principles in a timely and sensitive manner.
- Creates and manages the VP’s and the AVP’s daily briefing books by acquiring pre-reading materials, agendas, meeting and event briefings, background history and context, and notes for the week’s meetings. Anticipates materials needed and reaches out to managers of upcoming meetings to ensure that materials are provided in advance. Prints items for VP and AVP as needed.
- Reconciles expenses for the VP and AVP, including all Concur expense reports.
- Books travel for the VP and AVP and creates and manages detailed and sometimes complex travel itineraries and materials.
- Responsible for all incoming messages during office hours; provides immediate message relay and escalates and redirects incoming requests as appropriate.
- Manages contacts and relationships with key constituents, including senior university administrators, deans, faculty, staff, as well as external contacts in corporate, government, and media fields.
- Designs, organizes, and implements administrative systems and procedures necessary to support duties, maximizing use of technology available. Identifies opportunities for enhanced team organization, processes, and best practices to increase efficiency.
- May provide additional support for other department leadership, including scheduling, phone, and meeting management and in-person support as needed.
Qualifications
Basic Qualifications:
- A minimum of one to three years of administrative support or related experience, education beyond high school may count toward experience.
- Strong attention to detail and writing skills are required.
- Knowledge of and fluency with Microsoft 365 products, apps, and services.
Additional Qualifications and Skills:
- BA/BS degree or equivalent preferred.
- The ideal candidate is highly organized, detail-oriented, flexible, and proactive.
- Motivated to learn and open to change. T
- Possess the ability to handle multiple tasks accurately and under pressure.
- Professional, collaborative, enterprising, and takes initiative.
- Ability to handle confidential materials with discretion.
- Must be highly proficient with Microsoft 365 products, apps, and services. Strong computer skills in a PC environment.
- Demonstrated experience with high volume, fast-paced office work preferred.
Additional Information
- Standard Hours/Schedule: 35 hours per week
- Compensation Range/Rate (including Shift Differential if applicable):
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Identity, Education, Criminal
- Other Information:
This is a confidential position exempt from the bargaining unit. The role has a 35/hour workweek, and some overtime may be required. Hybrid role with a two-day per week on campus minimum requirement; other days and times as needed.
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.