Executive Assistant and Administrative Coordinator
Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Executive Assistants
Type:
Full-Time
Harvard T.H. Chan School of Public Health
64246BR
Job Summary
The Executive Assistant and Administrative Coordinator will support the FXB Center's Director in day-to-day administrative needs as well as in research, writing and presentation assistance and will have close linkages to the Executive Director, Strategy Officer and administrative team. This role requires excellent communication and interpersonal skills, strong attention to detail, and the ability to effectively multi-task.
Position Description
The Executive Assistant and Administrative Coordinator will be responsible for a wide range of complex and confidential administrative duties to support the management and smooth operations of the Center and its Director, communicating with numerous internal and external constituents as a key point of contact. This individual will proactively anticipate and resolve problems, and update the FXB management accordingly.
Specific responsibilities and responsibilities will include, but are not limited to, the following:
PLEASE NOTE: This position has a term end date of one year from date of hire, with the possibility for extension. Scheduling flexibility is required, including some nights and weekends may be required for key events or crisis management. This is a hybrid position and this position will be based in Boston, MA. Additional detail pertaining to this position will be discussed during the interview process. All remote work must be performed in a state in which Harvard is registered to do business (Connecticut, Massachusetts, Maryland, Maine, New Hampshire, New York, Rhode Island, Vermont, California (exempt staff only), Georgia, Illinois, New Jersey, Virginia, and Washington).
Basic Qualifications
The following job-specific skills and competencies are preferred:
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!
*
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.
Work Format Details
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
About Us
The mission of the Harvard T.H. Chan School of Public Health is to advance the public's health through learning, discovery and communication. To pursue the mission, the school produces knowledge through research then translates this knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations.
The François-Xavier Bagnoud Center (FXB) Center for Health and Human Rights is a University-wide center that conducts rigorous investigation of the most serious threats to health and well-being globally. The Center was established 25 years ago to promote the idea that health is threatened when people are denied or deprived of their rights. We work closely with scholars, students, the international policy community, and civil society to engage in ongoing strategic efforts to promote equity and dignity, especially for the marginalized and oppressed around the world.
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:
General Administration
Department Office Location
USA - MA - Boston
Job Code
403035 Executive Assistant
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
*
Salary Grade
054
Department
François-Xavier Bagnoud Center
Union
55 - Hvd Union Cler & Tech Workers
Time Status
Full-time
Pre-Employment Screening
Education, 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 and our diversity, inclusion, and belonging initiatives.
EEO 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.
LinkedIn Recruiter Tag (for internal use only)
#LI-JW1
64246BR
Job Summary
The Executive Assistant and Administrative Coordinator will support the FXB Center's Director in day-to-day administrative needs as well as in research, writing and presentation assistance and will have close linkages to the Executive Director, Strategy Officer and administrative team. This role requires excellent communication and interpersonal skills, strong attention to detail, and the ability to effectively multi-task.
Position Description
The Executive Assistant and Administrative Coordinator will be responsible for a wide range of complex and confidential administrative duties to support the management and smooth operations of the Center and its Director, communicating with numerous internal and external constituents as a key point of contact. This individual will proactively anticipate and resolve problems, and update the FXB management accordingly.
Specific responsibilities and responsibilities will include, but are not limited to, the following:
- Supports the FXB Center Director on all day-to-day needs, including managing a complex calendar, arranging for meetings, appointments and travel, and preparing expense reports for the Center Director. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence for Center Director.
- Serves as principal programmatic contact and liaison with departmental or program constituents, other universities or with government agencies; principal source of information on the Director's research projects and engagements. Makes an intentional effort to become deeply familiar with the partner organizations and events related to the Center Director's work so as to be able to accurately prioritize meetings and scheduling.
- Coordinates team meetings for research projects in the Director's portfolio.
- Performs various office management and administrative support responsibilities including but not limited to inventory ordering and restocking, assisting with onboarding new employees including the I-9 process, arranging guest passes and parking, answering and routing phone calls. Responsible for FXB incoming and outgoing shipments including FedEx.
- May assist in the hiring, training, scheduling, and distributing work of students, casuals, or temporary staff.
- Aids in finalizing speaker documents, coordinating with event organizers on locations, times, prep work and expectations. Ensures seamless engagement and logistics for Center Director.
- Prepares, edits, and proofreads memos and PowerPoint presentations, drafts talking points, and provides support as needed to assist the Center Director in finalizing speeches, presentations, articles, etc.
- Ensures that the FXB Executive Director, the Director of Communications and the Assistant Director of Operations are kept abreast of the Center Director's schedule and priorities, through clear communications and updates.
- Performs other duties and responsibilities as needed.
PLEASE NOTE: This position has a term end date of one year from date of hire, with the possibility for extension. Scheduling flexibility is required, including some nights and weekends may be required for key events or crisis management. This is a hybrid position and this position will be based in Boston, MA. Additional detail pertaining to this position will be discussed during the interview process. All remote work must be performed in a state in which Harvard is registered to do business (Connecticut, Massachusetts, Maryland, Maine, New Hampshire, New York, Rhode Island, Vermont, California (exempt staff only), Georgia, Illinois, New Jersey, Virginia, and Washington).
Basic Qualifications
- 5+ years of related experience is required; a combination of education and experience may be considered.
- Experience with Microsoft Office suite, including Outlook, Word, PowerPoint and Excel
The following job-specific skills and competencies are preferred:
- Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools preferred
- Experience and skill with Wordpress and Concur preferred.
- Strong oral and written communication skills, self-motivated, strong organizational and interpersonal skills
- Experience prioritizing and managing multiple deadlines
- Demonstrated experience problem solving independently
- Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy preferred
- Experience working across teams and with a variety of projects and constituencies preferred
- A conviction to the FXB Center's overarching mission 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
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!
*
- 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 or any internal Harvard employee transfers.
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.
Work Format Details
This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
About Us
The mission of the Harvard T.H. Chan School of Public Health is to advance the public's health through learning, discovery and communication. To pursue the mission, the school produces knowledge through research then translates this knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations.
The François-Xavier Bagnoud Center (FXB) Center for Health and Human Rights is a University-wide center that conducts rigorous investigation of the most serious threats to health and well-being globally. The Center was established 25 years ago to promote the idea that health is threatened when people are denied or deprived of their rights. We work closely with scholars, students, the international policy community, and civil society to engage in ongoing strategic efforts to promote equity and dignity, especially for the marginalized and oppressed around the world.
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.
General Administration
Department Office Location
USA - MA - Boston
Job Code
403035 Executive Assistant
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
*
Salary Grade
054
Department
François-Xavier Bagnoud Center
Union
55 - Hvd Union Cler & Tech Workers
Time Status
Full-time
Pre-Employment Screening
Education, 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 and our diversity, inclusion, and belonging initiatives.
EEO 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.
LinkedIn Recruiter Tag (for internal use only)
#LI-JW1
