Job Description

Reporting to the Executive Director and Associate Vice Provost for Academic-Corporate Initiatives (ED), the Executive Assistant and Project Coordinator (EA/PC) will provide administrative and project coordination for the ED and ensure smooth operations of emerging priorities in University-wide academic-corporate partnerships. The EA/PC position involves significant interaction with executive leadership of external institutions such as corporations. The Executive Assistant/ Project Coordinator will also provide calendaring and administrative support for the ED and will coordinate in a wide range of projects identified as priorities within the broader corporate engagement portfolio.

Corporate engagement

• Preparing materials for the ED's public speaking engagements, University-wide meetings, including agendas and briefings by compiling relevant information and data related to strategic performance metrics for academic-corporate initiatives.
• Coordinating and communicating with external parties, including senior executives in corporations, financial investors, government officials, alumni, and donors.
• Coordinating and staffing University-wide committees, meetings, and events.
• Providing timely follow-up as needed, including tracking items and ensuring their completion.
• Maintaining and updating information in a customer relationship management tools to track and foster productive academic-corporate collaborations.
• Coordinating IT/space needs for events, presentations, small conferences, and meetings.
• Managing complex calendars, planning, scheduling, and organizing meetings.
• Maintaining and organizing electronic files and materials for various projects and committees.
• Perform other duties as needed or required.

General administrative support

• Providing executive support for the ED, as well as related administrative support, including managing calendars, planning, scheduling, and preparing materials for meetings; scheduling and booking Harvard-related travel; composing and distributing committee meeting minutes; coordinating/planning office events/meetings; maintaining office supplies; coordinating IT/space needs; and processing invoices and expense reports.