Harvard University
Position Title: Executive Assistant
Req ID: 65386BR
School or Unit: Harvard Law School
Description: Job Summary
Harvard Law School's Faculty Support Services Department (FSS) is dedicated to providing approximately 200 faculty members and instructors with the high-quality assistance they need to successfully teach, conduct research, and advance scholarship. While each assistant works directly with members of the faculty-often acting as a liaison between students, other instructors, and various Law School and University administrative departments-our department comprises a collaborative and supportive team of assistants who are committed to collecting and sharing the most effective methods of administrative support.
Faculty Support Services seeks an Executive Assistant (EA) who can fulfill this dual role as an independent problem-solver and enthusiastic team member. The EA will perform a wide range of complex and confidential administrative duties for senior faculty member whose areas of interest and research include corporate, securities, and financial institution law, the legal profession, executive education, and related public policy.
Position Description
As the Executive Assistant you will:
- Prepare, manage, and coordinate calendar, meeting schedules, travel plans, and briefing documents to facilitate productivity, efficiency, and timeliness.
- Answer calls and maintain the faculty member's calendar using discretion to determine priority status, triage requests, accept and decline invitations, schedule/reschedule meetings as needed and refer as appropriate. Select meeting locations and coordinate logistics such as catering, AV, and parking.
- Conduct contingency planning, arrange agendas, and use Word, PowerPoint and Excel to prepare meeting materials. Greets guests and assists faculty member in staying on schedule, including tracking and follow up to meetings. Proactively manages faculty member's relationships with numerous other faculty at HLS and elsewhere. Develops and implements protocols for managing record keeping, time keeping, billing, collections, and other accounting related to client matters.
- Interact with press, potential and actual clients (law firms, large companies, regulatory agencies, individuals), and exercises judgment and discretion in speaking on behalf of faculty member regarding scheduling, availability, and commitments.
- Track class schedules and organize course materials, media, exams and grade submissions. Convert various academic documents and distribute/post publications to websites and working paper series.
- Arrange travel, materials, and track expenses for attendance at conferences, presentations and consulting projects.
- Maintain, organize, and archive complex files and work with IT department to streamline shared information systems. Oversees temps, contractors and student RAs (including approving time worked and interpreting and communicating faculty member's policies), and exercises discretion to hire student RAs.
Basic Qualifications5 or more years of administrative support or related experience in a business or customer service environment. Education beyond high school may count toward some, though not all, experience.
Additional Qualifications and SkillsExperience supporting high level, busy professional, including managing calendars, interacting/problem solving with a wide range of constituents, and working with documents in varied formats and managing bills/reimbursements. Excellent oral and written communication skills. Strong organizational skills, superior attention to detail, ability to handle large work volume and juggle priorities independently. Proactive, flexible, self- motivated work style and proficiency with Word, Excel and PowerPoint. Ability to learn new software programs as needed.
We are looking for people who have: - A proactive approach to work with an ability to quickly pivot and adapt
- Curiosity and creative problem-solving skills, with an ability to work independently and ask good questions
- Ability to prioritize work and remain highly organized, especially given competing priorities
- A high level of professionalism and reliability, with an understanding of the importance of maintaining confidentiality
- Willingness to learn new systems and processes
- A collaborative spirit in working with peers to resolve issues
- Ability to bring their authentic selves to work and contribute to a diverse and positive work culture
Additional InformationWe regret that Harvard Law School is unable to provide visa sponsorship for staff positions.
All offers to be made by HLS Human Resources.
About UsBe a part of excellence and leadership in legal education and scholarship at Harvard Law School. We are a community of talented people from diverse backgrounds, lived experiences, and perspectives, dedicated to advancing the cause of justice all over the world. We value our differences and our diversity as a source of strength. We are committed to developing and inspiring our students and our workforce. Whoever you are, whatever you do, however you do it, Harvard Law School is a place where you can thrive.
BenefitsWe 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 - Cambridge
Job Code: 403035 Executive Assistant
Job Function: Faculty & Student Services, General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 054
Department: Faculty Support Services
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Full-time
Pre-Employment Screening: Identity
Schedule: 35hrs/week, M-F
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.
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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