Executive Assistant at Harvard University in Boston, Massachusetts

Job Description:

Harvard University


Position Title: Executive Assistant

Req ID: 67347BR

School or Unit: Harvard T.H. Chan School of Public Health

Description: Job Summary

The Department of Molecular Metabolism (MET) at the Harvard T.H. Chan School of Public Health works to discover the root causes of major non-communicable diseases that adversely affect public health, including neurodegenerative disorders, cancer, and chronic diseases of metabolism.

We are seeking a talented, dependable, energetic, and enthusiastic Executive Assistant to join their team. The Executive Assistant will directly support Dr. Gökhan S. Hotamisligil, James S Simmons Chair and Director of the Center, and the personnel and staff associated with the laboratory. This includes interacting with all levels of the organization, including scientific teams in and out of the center, high profile benefactors, academic and industry professionals, as well colleagues within the MET administrative team, School and University.

Position Description

Additional duties and responsibilities include, but are not limited to, the following:

• Strategically and effectively manage Dr. Hotamisligil and Center calendars. This includes handling complex scheduling requests, including arranging institutional meetings, lab meetings, press interviews, speaking engagements, postdoctoral fellow visits, journal club, collaborator meetings, etc.
• Plan and coordinate extensive and complex domestic and international travel for Dr. Hotamisligil and lab members on tight timelines, submitting all reimbursements in a timely and effective manner.
• Represent the office in a professional manner, exercising judgment and discretion regarding confidential issues and materials when responding to mail, telephone, electronic, and in-person inquiries, including addressing issues independently or making referrals, as appropriate.
• Prepare and organize briefing materials for Dr. Hotamisligil, including copying, printing, binding, and filing materials.
• Draft and proofread correspondence and other written material on behalf of Dr. Hotamisligil. Work in close collaboration with the members of the lab and Center.
• Actively participate actively in the ongoing partnership with Center and lab members to maintain an effective, supportive, and stimulating laboratory environment for everyone involved.
• Liaise with the Office for External Relations and MET administration to plan and execute events, including identifying and coordinating catering, creating agendas and itineraries, and securing meeting space.
• Manage office paper and electronic records, files, and documents, with particular care in the handling of sensitive materials.
• Manage web, social media presence, and public relations, including securing and presenting content for Twitter feed and the website (presenting content with a strong design sense, using of WordPress software), and interacting with School and University public relations units for paper and electronic stories of interest designed to boost the visibility of the Center.
• Contribute in a collaborative way and participate as a member of the MET administrative and support team as appropriate.
• Perform other duties as assigned.

A successful candidate will have excellent written and oral communication and organizational skills with demonstrated experience working collaboratively and in a highly demanding and fast-paced environment. They will also have experience using judgment and discretion to handle complex situations and effectively prioritize a wide variety of tasks, balancing multiple longer-term projects and goals with the immediate needs of the office.

PLEASE NOTE: This is a benefits-eligible position with a 40 hour work week.

PLEASE NOTE: This position requires in person work which is estimated to be 3-4 days a week in office. There is a possibility of flexibility when Dr. Hotamisigil is traveling.

PLEASE NOTE: This position has a term date of June 30, 2025 with the possibility of extension.

Basic Qualifications

• 5+ years of relevant experience is required; a combination of education and experience may be considered.

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

• Bachelor's Degree
• Demonstrated understanding of current technologies including Drobox, Zoom, Google Docs, Twitter
• Demonstrated experience with Microsoft Office Suite (Word, PowerPoint, and Excel) in an Apple environment
• Understanding of Apple Operating system for computers and iPhones
• Experience providing support to a high level executive(s) with an international presence
• Experience taking initiative, executing tasks with enthusiasm, and providing positive motivational energy to colleagues
• Experience working both independently and as part of a team, and multi-tasking and prioritizing work by importance, urgency, and impact
• Strong organization skills, attention to detail and accuracy, including careful record keeping, proofreading and copy editing of materials
• Strong interpersonal skills, including demonstrated experience building working relationships with colleagues

The following cultural competencies are also preferred:

• Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
• Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity

Additional Information

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

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The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Department Office Location: USA - MA - Boston

Job Code: 403035 Executive Assistant

Job Function: General Administration

Work Format: Hybrid (partially on-site, partially remote)

Sub Unit: ------------

Salary Grade: 054

Department: Molecular Metabolism


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Identity


Commitment to Equity Diversity Inclusion and Belonging: At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School's mission, objectives, and core values, our Principles of Citizenship, and our diversity, inclusion, and belonging initiatives.

EOE Statement: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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