Executive Assistant and Administrative Coordinator

Job Details

1. Job Type: Full-time
2. Location: Cambridge
3. School/Unit: Harvard University Central Administration
4. Department: Office of the President and Provost
5. Salary Grade: 055
6. Job Function: General Administration
7. FLSA Status: Non-exempt
8. Term Appointment: No
9. Union: 55 - Hvd Union Cler & Tech Workers

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 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

ABOUT HGHI:

The Harvard Global Health Institute (HGHI) is an interfaculty initiative that facilitates collaboration across the Harvard community and partners worldwide to advance global health equity. We tackle the greatest health challenges of our time through innovative transdisciplinary research, education, and partnerships that build knowledge and catalyze positive change in global health. Our team works across Harvard’s schools and international stakeholders to drive impact in global health.

POSITION OVERVIEW:

Reporting to HGHI’s Executive Director, this role provides essential executive support to the Faculty Director and administrative coordination across the institute. This position will also support the Faculty Director’s appointment at Harvard Medical School. You’ll manage high-stakes logistics, maintain critical relationships within HGHI, across Harvard and externally, and ensure seamless execution of the institute’s mission-critical activities. This position requires exceptional judgement, diplomacy and the ability to anticipate needs in a fast-paced, complex environment.

KEY RESPONSIBILITIES:

Executive Support to the Faculty Director (50%)

• Maintain a highly proficient and professional image of the Harvard Global Health Institute and the Faculty Director by collaborating with the team to achieve the institute’s goals and forge strong employee relationships, interdepartmental relations, key stakeholder relationships, and public relations.
• Manage complex calendar across multiple time zones, ensuring the faculty director is prepared, has needed materials, is on time, and in the right location for a complex series of meetings, events, and conferences both at HGHI, across Boston and during international travel.
• Coordinate high-level meetings involving multiple stakeholders within HGHI, across Harvard, external organization and international partners.
• Prepare briefing materials: synthesize reports, draft agendas, correspondence and letters of recommendation.
• Track deliverables and deadlines for grants, reports and publications; proactively manage timelines to ensure smooth completion.
• Arrange comprehensive travel logistics (flights, accommodation, ground transportation, conference registration). Process reimbursements (prepare and submit travel reimbursements for approval; submit corporate card and purchasing card receipts and documents for approval).

Administrative Coordination (30%)

• Support Executive Director and senior staff on projects requiring logistics coordination, meeting preparation and event execution.
• Coordinate AV needs, catering (with attention to dietary requirements), room setup and materials preparation for meetings and events. Print and copy meeting materials as requested. Take and distribute notes, as necessary.
• Serve as primary contact for HGHI phone line, greet visitors, manage badges and parking.
• Act as triage point for administrative issues and liaison between the institute and broader Harvard community.
• Coordinate external visits, including scheduling, developing itinerary and meeting logistics.

Systems and Process Management (20%)

• Maintain organized, confidential filing system for correspondence, records and administrative materials.
• Collaborate with leadership to evaluate and implement administrative systems and procedures that optimize workflow.
• Exercise sound judgement on routine administrative decisions; escalate complex issues appropriately.
• Manage multiple concurrent projects with competing deadlines.

Qualifications

Basic Qualifications:

• Minimum five years of related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills:

• Experience in global health preferred. Bachelor’s degree is strongly preferred.
• Strong organizational skills. Proven ability to manage competing priorities, complex schedules and high-volume workload.
• Exceptional written and verbal communication; ability to draft professional correspondence independently.
• Demonstrated ability to handle confidential information with tact and make sound decisions.
• Self-directed with strong ability to anticipate needs and resolve issues independently.
• Proven success working with diverse stakeholders including faculty, administrators, donors and international partners.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity
• Other Information: This position will have a 3-month orientation and review period.

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.