Executive Assistant - Military veterans preferred

Harvard University


Position Title: Executive Assistant

Req ID: 68210BR

School or Unit: Financial Administration

Description: Job Summary

Reporting directly to the Office of Finance and Administration's Department Administrator, the Executive Assistant works independently providing a wide range of complex administrative support duties for senior leadership in Financial Administration. The Executive Assistant anticipates daily needs, works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities, anticipates and resolves a wide variety of issues, and supports the day-to-day administrative operations of the department.

Position Description

Provides a wide range of complex administrative support duties for senior leadership, including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepares detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages Corporate Card and reimbursement processing for senior leadership, including collecting receipts and knowing/applying relevant policies and guidance.

Additional responsibilities include:

• Makes conference and travel arrangements for leadership and department staff, knowing/applying relevant policies and guidance.
• Assists with the coordination of large meetings and events, including local conferences, training sessions, and department events. Arranges catering.
• Serves as administrative contact for University constituents and external contacts. Develops, communicates, implements, administers departmental office policies, guidance, processes, and procedures.
• Provides guidance on reimbursement requests for department staff. Processes invoices. Reviews PCard expenses and processes Department Card expense reports. Reviews monthly non-personnel budgets and assists with budget forecasting.
• Purchases and maintains inventory of office supplies. Maintains departmental contact lists and organizational documents. Distributes mail.
• Makes edits to the department website, assists with the management of the department SharePoint site, and updates other department web-based systems, as needed.
• Assists with the coordination of Harvard University IT support for department.
• Reports equipment and building maintenance issues.
• Assists with new hire onboarding, including new employee setup and office orientation.
• Assists with management of department files.
• Collaborates with other administrative colleagues within the organization to support organizational-wide functions and activities. Provides cross-organizational support and backup as needed.
• May participate in departmental staff meetings, documenting decisions and monitoring follow-up.
• Performs other related duties as required and assists with special projects.

Basic Qualifications

3-5 years of related experience with demonstrated office administration and/or customer service skills.

Demonstrated proficiency with MS Office applications.

Additional Qualifications and Skills

• The Executive Assistant should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas.
• Demonstrated ability to handle confidential and sensitive information in a professional manner with discretion and sound judgment
• Demonstrated ability to learn new technologies
• Attention to detail, ability to multi-task, analytical and problem-solving skills
• Strong interpersonal communication skills, written and verbal; demonstrated ability to build strong professional relationships and develop trust
• Demonstrated ability to work independently and collaboratively
• Demonstrated initiative and resourcefulness
• Excellent organization skills with demonstrated ability to prioritize with multiple, conflicting, and/or changing demands
• Accountability and sound judgement

Additional Information

Cover letter required.

Hybrid working conditions.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/benefits-wellbeing) 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-RT1

Department Office Location: USA - MA - Cambridge

Job Code: 403035 Executive Assistant

Job Function: General Administration

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

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

Salary Grade: 054

Department: Financial Administration


Union: 99 - Non-Union, Confidential Non-Ex

Time Status: Full-time

Pre-Employment Screening: Education, Identity


Commitment to Equity Diversity Inclusion and Belonging: Harvard University views equity, 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 this excellence 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.



Equal employment opportunity, including veterans and individuals with disabilities.

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