Job Listings

Executive Assistant

Company:
Harvard University
Job Location:
Cambridge, 02138
Category:
Executive Assistants
Type:
Full-Time
Faculty of Arts and Sciences

66047BR

Job Summary

Reporting to the Project Manager & Special Assistant to the Dean, the Executive Assistant provides key administrative support to the Dean of Arts & Humanities and assists in the mission of the Division of Arts & Humanities.

Key Responsibilities

*        Manage the Dean's calendar, including scheduling individual appointments and committee meetings; booking rooms, media equipment, and catering as necessary. Brief Dean on daily appointments and ensure access to meeting materials. Review calendar weekly with the Dean to confirm logistics and priorities.

*        Process the Division's RoomBook scheduling requests for the Thompson Room in Barker Center and the classrooms at 2 Arrow Street

*        Provide course support for certain HUMAN courses, including entering course information into my.harvard, processing TF hires, coordinating with OUE to allocate sections, ordering course books, working with Registrar to book course rooms.

*        Support the administration of the Intergenerational Humanities (I-HUM) Project, including updating the Project website, developing social media channels, and assisting with event planning as needed.

*        Assist the Project Manager in updating and maintaining content on the two Divisional websites

*        Process financial reimbursements and corporate card payments via Concur and Buy2Pay

*        Make travel arrangements for the Dean, as needed

*        Keep track of requests for letters of recommendation from the Dean's graduate students, including tracking deadlines in a spreadsheet and in the Dean's calendar, providing reminders, communicating with the students, and providing application assistance as needed.

*        Assist the office with special events and projects as needed, such as editing, correspondence, and event support

*        Contribute to the Dean's office goals by accomplishing related duties as required

Position Description

Reporting to the Project Manager & Special Assistant to the Dean, the Executive Assistant provides key administrative support to the Dean of Arts & Humanities and assists in the mission of the Division of Arts & Humanities.

Key Responsibilities

*        Manage the Dean's calendar, including scheduling individual appointments and committee meetings; booking rooms, media equipment, and catering as necessary. Brief Dean on daily appointments and ensure access to meeting materials. Review calendar weekly with the Dean to confirm logistics and priorities.

*        Process the Division's RoomBook scheduling requests for the Thompson Room in Barker Center and the classrooms at 2 Arrow Street

*        Provide course support for certain HUMAN courses, including entering course information into my.harvard, processing TF hires, coordinating with OUE to allocate sections, ordering course books, working with Registrar to book course rooms.

*        Support the administration of the Intergenerational Humanities (I-HUM) Project, including updating the Project website, developing social media channels, and assisting with event planning as needed.

*        Assist the Project Manager in updating and maintaining content on the two Divisional websites

*        Process financial reimbursements and corporate card payments via Concur and Buy2Pay

*        Make travel arrangements for the Dean, as needed

*        Keep track of requests for letters of recommendation from the Dean's graduate students, including tracking deadlines in a spreadsheet and in the Dean's calendar, providing reminders, communicating with the students, and providing application assistance as needed.

*        Assist the office with special events and projects as needed, such as editing, correspondence, and event support

*        Contribute to the Dean's office goals by accomplishing related duties as required

Basic Qualifications

Three or more years of administrative experience required. Experience working in higher education or research environment.

Additional Qualifications and Skills
*        Bachelor's degree preferred.

*        Excellent interpersonal and communication skills.

*        Ability to work independently with minimal supervision, and be flexible with shifting needs and priorities as they arise.

*        Proficiency using a variety of computer software and systems, including especially Microsoft Office/Outlook.

*        Familiarity with Harvard systems beneficial.

*        Excellent organizational skills and attention to detail.

*        Outstanding ability to prioritize and follow-through on given tasks and in the coordination and maintenance of assigned responsibilities. 

*        Demonstrated service orientation; ability to exhibit sound judgment and maintain confidentiality in given areas of responsibility. 

Additional Information

When applying for this position please submit a cover letter.

We regret that we will not be able to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources.

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.

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.
Job Function
General Administration

Department Office Location
USA - MA - Cambridge

Job Code
403035 Executive Assistant

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

Sub-Unit
Arts and Humanities

Salary Grade
054

Department
Arts and Humanities Division

Union
55 - Hvd Union Cler & Tech Workers

Time Status
Full-time

Pre-Employment Screening
Identity

Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.
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