Executive Assistant

Job Summary:

The Harvard T.H. Chan School of Public Health Office of Development and Alumni Relations (ODAR) is committed to securing the financial resources, time, and loyalty of alumni, friends, corporations, and foundations to promote the school’s work of educating new generations of global health leaders and producing powerful ideas that can transform the lives of people everywhere.

Reporting to the Vice Dean, the executive assistant (EA) will serve as the primary administrative point of contact and provide high-level administrative support to the vice dean. The successful candidate will be a collaborative, self-directed individual who demonstrates a solutions-oriented approach, anticipating and resolving problems with the utmost discretion and professionalism to ensure the vice dean's day-to-day affairs are conducted smoothly. The EA will build relationships and effectively and diplomatically communicate with a variety of constituents across the Harvard community. They will balance priorities and projects in an organized manner and demonstrate discretion when working with confidential or sensitive information.

Job-Specific Responsibilities:

• Schedule management: Proactively manage the vice dean’s calendar of meetings and events, collect information and materials, monitor action items to completion, and maintain working knowledge of priorities and happenings across the school. Create agendas for vice dean-initiated meetings and ensure that agendas for other meetings are shared promptly. Partner with Vice Dean to ensure follow-up items are completed promptly.
• Portfolio/Data management: Synthesize information from meetings and other communications to draft and upload contact reports to donor database, maintain other portfolio data as needed, and generate reports to support portfolio reviews and management. Ensure that all proposal data is entered accurately and timely.
• Building trust and relationships: Establish and maintain key peer relationships at the school and across the University. Will also work with ODAR’s leadership in support of the Vice Dean’s priorities, including scheduling and ensuring that all staff meetings are scheduled, and agendas are prepared and distributed in a timely manner.
• Dean’s office coordination - Serves as the primary ODAR point of contact for scheduling dean’s visits ensuring that outreach for meetings is coordinated across ODAR. Works closely with Dean’s office staff to ensure coordination of calendars.
• Travel management: Arrange travel for visits, events, and other trips, prepare itineraries and gather other materials, and reconcile corporate card expenses to ensure timely payment.
• Project management and support: Coordinate projects as needed in partnership with the Vice Dean and ODAR leadership, track deliverables and take notes and minutes as needed, staff ODAR events as needed, and represent the team at School-wide events.
• Performs other duties as assigned

PLEASE NOTE: While travel is not anticipated, on rare occasions, evening and weekend work may be necessary.

PLEASE NOTE: This is an overtime, benefits eligible position with a schedule of 40 hours/week.

Qualifications

Basic Qualifications:

• 5+ years related experience required; a combination of education and experience may be considered
• Previous experience with executive calendar management required.

Additional Qualifications and Skills:

• Bachelor's degree or equivalent experience
• Aptitude for learning new systems quickly
• Familiarity with the basic principles of fundraising.
• Ability to anticipate, connect the dots and problem-solve.
• Familiarity with SharePoint and Advance
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint required
• Experience providing complex administrative support in a high-profile environment
• Strong written, verbal, and interpersonal communication skills
• Proven task management, organizational, and creative problem-solving skills
• Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information