"Executive Assistant"

Job Description

The Department of Biological Chemistry and Molecular Pharmacology (BCMP) at Harvard Medical School is seeking an Executive Assistant to the Chair of the Department. The Executive Assistant will be part of a dynamic research department and its supporting administrative team. Reporting to the Executive Director of Research Administration in BCMP, the Executive Assistant performs a range of complex and confidential administrative duties to support the Chair and the Department. The role requires flexibility, resourcefulness, collaborative spirit, and strong inter-personal skills. The successful candidate is strongly service-oriented, able to anticipate and take initiative to address the needs of those being supported, and has a proven ability to build strong relationships with both internal and external constituencies. Excellent verbal and written communication skills are required, as well as the ability to use judgment, tact, and discretion when handling complex and confidential materials and situations.

Responsibilities include:

• Maintenance of the Chair’s calendar, including triaging meeting requests and coordinating scheduling of meeting series.
• Coordinate scheduling of complex meetings hosted by the Chair or Department.
• On-site support of meeting logistics including room booking, AV setup, catering, guest/attendee management.
• Management and coordination of travel plans for the Chair, including scheduling of travel arrangements and proactive troubleshooting of travel conflicts.
• Preparing the Chair for meetings and appointments by providing itineraries and supporting materials, including as needed creation of PowerPoint presentations, Excel charts, or Word documents.
• Maintenance of business accounts (e.g. FedEX) and the preparation/processing of expense reimbursement requests.
• Composing and editing correspondence, memoranda, reports, presentations as needed.
• Supporting management of Department social media and content gathering/production of Department newsletter.
• Sorting departmental mail.
• Serving as backup support for coordination and on-site logistics of departmental events such as seminars, research-in-progress talks, chalk talks, and department retreats.
• Providing other administrative and clerical support to the Chair, his laboratory, junior faculty, and department administrative leadership as needed.

Qualifications

Basic Qualifications:

• Three or more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills:

• College degree preferred.
• At least two years of relevant experience providing high-level support to executive staff preferred.
• Demonstrated independence and responsibility in support role contexts.
• Experience in an academic and/or research environment.
• Demonstrated experience with office processes, including calendar management, handling of traveling booking and reimbursements, and meeting coordination.
• Web/digital media savvy with demonstrate proficiency in Microsoft Office Suite applications.
• Strong communication and interpersonal skills.

Additional Information

• Cover letters are strongly encouraged as part of the application process.
• Term: This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
• Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Other Information: Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Work Format Details

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types 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, sex, ethnicity, color, national origin, 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.