Job Listings

Executive Assistant

Company:
Harvard University
Job Location:
Boston, Massachusetts
Category:
Executive Assistants
Harvard Medical School

54697BR

Job-Specific Responsibilities

Supports the Dean for Alumni Affairs and Development with support and administrative functions. Specific responsibilities will include the following:
  • Provides consistent and professional administrative support for the Dean for Alumni Affairs and Development who heads a 50+ person development staff focused on securing $100M+ in funding annually for Harvard Medical School. 
  • Plans and executes a wide variety of time-sensitive, day-to-day activities including managing the Dean for Alumni Affairs and Development's calendar, greeting visitors, preparing agendas, documenting and driving follow-up activities. Also responsible for longer term projects as assigned.
  • Responsible for managing all communication with the Office of the Dean of the Faculty of Medicine including securing time for donor meetings and coordinating all donor correspondence.
  • Coordinates planning and execution of fundraising trips for the Dean for Alumni Affairs and Development and the Dean for Faculty of Medicine. 
  • Interacts with administration and faculty leadership across the University, Medical School and teaching hospitals, as well as with the members of the Harvard Medical School Board of Fellows, principal gift donors, alumni, and fellow ORD staff.
  • Responsible for general correspondence, contact reports, meeting notes and briefings, the Dean's operating budget, vendor relations, and maintaining files.
  • Schedules meetings (including staff and committee meetings), assists with telephone traffic, responds to emails, makes travel arrangements, and processes expense reports.
  • Assists the Dean in communicating with prospects and donors. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence. Gathers and analyzes information required for reporting.
  • Performs specific projects, data gathering, and participates in event planning where appropriate.
  • Requires confidentiality, discretion, good judgment, self-knowledge and personal maturity.
  • Participates and organizes in department-wide initiatives (events, special projects).
  • Performs other duties as required.
Basic Qualifications
Three or more years of related experience in an administrative and/or professional setting. Education beyond high school may count toward experience.

Additional Qualifications and Skills
Five-plus years of executive assistance preferred. Excellent Windows-based computer skills (Word required, Excel and PowerPoint desirable but training can be provided); ability to learn software quickly; outstanding interpersonal skills; well organized, able to prioritize and manage multiple assignments; must possess a sophisticated communication style and be able to handle any situation. Flexibility, discretion, and multitasking skills are essential. and must be employed on a daily basis; superior writing, email, calendar, speaking, and computer skills; must understand the methods required to support a senior position. Follow-through, thoroughness, efficiency, honesty, integrity, and transparency will be expected. An intuitive sense of customer service is essential.

Additional Information
This Staff role may start as a remote position due to the COVID-19 pandemic and while the Massachusetts COVID-19 state of emergency restrictions are still in place. The current remote nature of this role is considered temporary and may change as the University continues to evaluate options. While we continue to monitor the evolving COVID-19 guidelines, local on-campus work may be expected for some roles. Harvard Medical School does support flexible schedules, subject to individual departments' business needs.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

Harvard University offers an outstanding benefits package including:
  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.

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Job Function
General Administration

Location
USA - MA - Boston

Job Code
403035 Executive Assistant

Sub-Unit
*

Department
Alumni Affairs and Development

Time Status
Full-time

Salary Grade
054

Union
55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening
Identity

Schedule
35 hours/week | Monday-Friday | 9:00am to 5:00pm

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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