Apply on Employer Site

Harvard University · 1 day ago

Executive Assistant

Boston, MA

Full-time

Onsite

Senior Level

5+ years exp

Harvard University is a vibrant community dedicated to innovation and collaboration. The Executive Assistant will provide complex administrative support to the CEO and the HALC team, managing calendars, coordinating meetings, and handling confidential information.

EducationHigher EducationUniversities

Growth Opportunities

No H1B

Responsibilities

Provides a wide range of complex administrative support duties 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 reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance

Serves as administrative contact for University constituents and external contacts

Maintains departmental contact lists and organizational documents

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

Assists with the reporting of equipment and building maintenance issues

Assists with new hire onboarding, including new employee setup and office orientation

Assists with digital and physical management of department files

Works with staff to support organization-wide functions and activities

Provides cross-organizational support and backup as needed

Participate in departmental staff meetings, documenting decisions and monitoring follow-up

Assists with the coordination of large meetings and events, including local conferences, training sessions, and interdepartmental events

Arranges catering

Makes conference and travel arrangements, knowing and applying relevant policies and guidance

Assists in purchasing and maintaining inventory of office supplies

Distributes mail

Performs other related duties as required and assists with special projects

Assist the Administrative Coordinator as necessary

Qualification

MS Office proficiencyOffice administration experienceConfidential information handlingOrganizational skillsInterpersonal communicationMulti-taskingAnalytical skillsResourcefulnessAccountabilitySound judgmentAttention to detailProblem-solving skillsInitiativeCollaboration skills

Required

Minimum 5 years of related experience with demonstrated office administration and/or customer service skills. Education beyond high school may count toward experience

Demonstrated proficiency with MS Office applications

Preferred

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 organizational skills with demonstrated ability to prioritize with multiple, conflicting, and/or changing demands

Accountability and sound judgement