Harvard University
Position Title: Executive Assistant
Req ID: 68304BR
School or Unit: Harvard Law School
Description: Job Summary
Faculty Support Services seeks an Executive Assistant (EA) who is able to fulfill a dual role as an independent problem-solver and enthusiastic team member. The EA relishes the opportunity to oversee and manage the academic lives of two full-time Harvard Law School professors and Berkman Klein Center for Internet & Society (BKC) co-directors. Professor Charles Nesson requires a high competency when it comes to course planning, scheduling, and online platform support such as course websites and lodging legal filings, as well as the ability to think laterally when solving problems, with a willingness to take broad ideas and pare them down to manageable action items. Professor Jonathan Zittrain requires an intense ability to focus on calendaring and scheduling mindful of a variety of people and priorities; a willingness to multitask and add, drop, or reorganize priorities at a moment's notice; and openness to changing or rethinking existing practices.
Professor Nesson and Zittrain's work with the Berkman Klein Center for Internet & Society adds an extra layer of responsibilities to a typical EA role, including some scheduling of events and meetings at BKC, as well as working with BKC staff to coordinate projects, papers, and directors' meetings. Professor Zittrain is also the director of the Harvard Law School Library, which requires working directly with Library staff, including the Library Innovation Lab, on projects, papers, and initiatives, and ensuring timely follow-up in all interactions.
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.
Position Description
As the Executive Assistant you will:
- Perform a wide range of administrative activities for two highly active faculty members supporting their teaching, research and external activities.
- Serve as a key contact for a high volume of inquiries from the press, students, colleagues, and other constituents, independently prioritizing and troubleshooting issues and tracking/monitoring necessary follow-up activity.
- Manage a complex calendar, triaging high volume of invitations weekly. Manage domestic and international travel planning logistics.
- Provide comprehensive support for classes, including managing the course website, editing cases and course materials, obtaining copyright permission, and preparing teaching materials such as seating charts. Arrange all ITS (Information Technology Services) needs for course, arrange office hours, enter grades, and prepare exams.
- Proofread, format, check, and edit documents; conduct ad hoc internet and library research; maintain and organize complex files.
- Use Concur and B2P (Buy-to-Pay) financial platforms to process payments, invoices, and reimbursements, and other financial transactions.
- Perform general office duties including photocopying, filing, ordering office supplies, placing catering orders, and reserving space for meetings and events. Proofread and process student recommendation letters.
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 SkillsA successful candidate will be committed to supporting Professors Nesson and Zittrain, as well as Harvard as a whole, in achieving academic success; all the while honing their own administrative skills and developing into a supportive and enthusiastic leader within the office and the University.
We are looking for people who have: - Strong organizational skills, superior attention to detail, and the ability to handle large work volume and juggle priorities independently.
- Experience managing calendars and interacting/problem solving with a wide range of constituents.
- Excellent oral and written communication skills with the ability to forge strong collaborative working relationships.
- Proficiency with Word, Adobe Acrobat Pro, Excel, PowerPoint, and ability to learn new software programs as needed. Additional proficiency with internet applications, such as YouTube, Google Drive, etc.
- A proactive approach to work with an ability to quickly pivot and adapt.
- Capability of working both independently and as part of a team.
- Initiative and a knack for anticipating problems and taking ownership of the work to help the faculty member accomplish professional goals.
- A high level of professionalism and reliability, with an understanding of the importance of maintaining confidentiality.
Additional InformationWe regret that Harvard Law School is unable to provide visa sponsorship for staff positions.
All offers are made by HLS Human Resources.
Harvard University will soon transition to a new, streamlined applicant system, Careers@Harvard. If you apply for this position, you will be notified if any additional action is required to ensure your information is captured correctly in our new system. We look forward to introducing you to the new Career@Harvard experience.
BenefitsWe 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-WK1
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: 40hrs/week, M-F
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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