"Executive Assistant"

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.

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 demonstrated proficiency in Microsoft Office Suite applications. Strong communication and interpersonal skills.