Executive Assistant at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Executive Assistant

Req ID: 67457BR

School or Unit: Harvard Kennedy School

Description: Job Summary

The Executive Assistant performs a wide range of high-level, detailed administrative tasks for a senior member of the Harvard Kennedy School (HKS) faculty who chairs the Middle East Initiative (MEI) at the Belfer Center for Science and International Affairs.

The Executive Assistant plays a key supportive role in facilitating the work of the faculty member and MEI. The ideal candidate is resourceful and organized with strong attention to detail; conscientious and punctual; and comfortable juggling competing priorities and accommodating a range of work styles. The successful candidate has excellent written and oral communication skills; learns quickly and adapts well to change; focuses on solutions rather than problems; and works well independently as well as collaboratively on small teams.

HKS believes that creating a diverse and inclusive organization is morally right and is central to the school's ability to achieve its mission. We strongly encourage a diversity of applicants. We do not discriminate against any person based on race, color, creed, national or ethnic origin, age, sex, gender identity, sexual orientation, physical ability, or marital or parental status.

Position Description

Responsibilities include:

• Represents faculty member's office as first point of contact with a high level of responsibility and visibility; communicates professionally with internal and external stakeholders on behalf of the faculty member and research program.
• Serves as gatekeeper to faculty member's time, managing scheduling requests and commitments.
• Manages faculty member's complex schedule, travel arrangements and itineraries.
• Manages course delivery: Course website setup and administration using Canvas; obtain syllabus readings online and via HKS copyright office; liaise with guest speakers and organize their participation in class; help manage course assistant(s) and their workflow; with the help of media services, setup classroom technical needs; and schedule office hours for students. May support online learning with remote learning tools such as Zoom and video editing software.
• Supports MEI financial administration (vendor registration, reimbursements, payments, financial reporting, and other financial processing as needed).
• Provides logistical support for events and other activities for faculty member and MEI (e.g., arrange speaker travel, liaise with guests, book space, organize catering, and assist and/or manage other logistics as needed).
• Evaluates existing policies and procedures; recommend and implement improvements according to Harvard policy and procedure.

Basic Qualifications

Three or more years of relevant experience.

Additional Qualifications and Skills

• Strong organizational skills and attention to detail.
• Conscientious with excellent interpersonal and communication skills.
• Ability to prioritize work in an environment with competing interests; anticipate needs and take initiative; and handle confidential information with discretion.
• Demonstrated project and/or program management skills.
• Ability to take initiative, work independently and collaborate with others.
• Experience with event logistics and financial processing.
• Proficiency using Microsoft Office applications, email, CMS, and internet tools; experience with Canvas and Concur a plus.
• Proficiency in Qualtrics, Salesforce and publishing software a plus but not required. Note that position will be using these applications so quick to learn software is helpful.
• Experience working in higher education or think tank environment a plus.
• Bachelor's degree preferred, or an equivalent of education plus relevant experience in an office environment.

Additional Information

This is a benefits eligible term appointment for one year from date of hire, with the possibility of renewal.

Learn more about our work culture and see yourself at Harvard Kennedy School.

We regret that the Harvard Kennedy School does not provide visa sponsorship.

Harvard University requires pre-employment reference and background checks.

Harvard University is committed to supporting a healthy, sustainable learning and working environment.



This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager.

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.

About Us

The Middle East Initiative (MEI) is Harvard University's principal forum for policy-relevant research and teaching on the contemporary Middle East and North Africa. MEI convenes policymakers, scholars, and intellectuals from the region and beyond to expand our understanding of this complex part of the world and to contribute to the search for solutions to its most pressing policy challenges. Through the integration of scholarly research, policy analysis, executive and graduate education, and community engagement, MEI aims to advance public policy and build capacity in the Middle East, with the aim of enhancing the lives of all the region's peoples.

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-DS1

Department Office Location: USA - MA - Cambridge

Job Code: 403134 Coordinator I

Job Function: General Administration

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

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

Salary Grade: 054

Department: Belfer Center for Science and International Affairs

Salary Range: $60,503-$95,391

Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Identity

Schedule: 9 - 5 Monday through Friday

Commitment to Equity Diversity Inclusion and Belonging: Harvard Kennedy School's Mission and Commitment to Diversity, Equity, and Anti-Racism

At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership-because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies. Learn more about Harvard Kennedy School's commitment to Diversity Equity, and Anti-Racism.

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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