Executive Assistant

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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

Harvard Allston Land Company(HALC) is a subsidiary of the University and is currently overseeing the planning and development for the University’s Enterprise Research Campus (ERC) in Allston. The vision for the ERC is to become a center for innovation, collaboration, and entrepreneurship, bringing together partners from across Greater Boston and beyond. The initial focus is to develop 14 acres of the ERC, which will include new infrastructure, streets, open space, mixed-use development of office and lab space, residential units, and a hotel and conference center. This initial phase is being undertaken with a private developer partner under long-term ground leases. There is additional development potential on land outside the 14 acres, currently part of a planning study led by the Boston Planning and Development Agency (BPDA).

The Executive Assistant reports to the Director of Finance and Operations for HALC. As a member of the HALC team, the Executive Assistant provides a wide range of complex administrative support duties for the CEO and the HALC team. The Executive Assistant anticipates daily needs, works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities, handles confidential information, anticipates, and resolves a wide variety of issues, and supports the day-to-day administrative operations of the department.

Job-Specific Responsibilities:

Provides a wide range of complex administrative support duties, including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepares detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance

Additional responsibilities include:

• Serves as administrative contact for University constituents and external contacts.
• Maintains departmental contact lists and organizational documents.
• Makes edits to the department website, assists with the management of the department SharePoint site, and updates other department web-based systems, as needed.
• Assists with the coordination of Harvard University IT support for the department.
• Assists with the reporting of equipment and building maintenance issues.
• Assists with new hire onboarding, including new employee setup and office orientation.
• Assists with digital and physical management of department files.
• Works with staff to support organization-wide functions and activities. Provides cross-organizational support and backup as needed.
• Participate in departmental staff meetings, documenting decisions and monitoring follow-up.
• Assists with the coordination of large meetings and events, including local conferences, training sessions, and department events. Arranges catering.
• Makes conference and travel arrangements, knowing and applying relevant policies and guidance.
• Assists in purchasing and maintaining inventory of office supplies.
• Distributes mail.
• Performs other related duties as required and assists with special projects.
• Assist the Administrative Coordinator as necessary.
• Assists with new employee onboarding.

Qualifications

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• Minimum 5 years of related experience with demonstrated office administration and/or customer service skills. Education beyond high school may count toward experience.
• Demonstrated proficiency with MS Office applications

Additional Qualifications and Skills:

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• The Executive Assistant should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas.
• Demonstrated ability to handle confidential and sensitive information in a professional manner with discretion and sound judgment
• Demonstrated ability to learn new technologies
• Attention to detail, ability to multi-task, analytical and problem-solving skills
• Strong interpersonal communication skills, written and verbal; demonstrated ability to build strong professional relationships and develop trust
• Demonstrated ability to work independently and collaboratively
• Demonstrated initiative and resourcefulness
• Excellent organizational skills with demonstrated ability to prioritize with multiple, conflicting, and/or changing demands
• Accountability and sound judgement

Additional Information

• Standard Hours/Schedule:35 hours per week
• Visa Sponsorship Information:Harvard University is unable to provide visa sponsorship.
• Pre-Employment Screening:Harvard University requires pre-employment reference and background screenings (Identity)
• Other Information:
  • This position will be based in Allston, MA.
  • This position has a 3-month orientation and review period.

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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 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.