Executive Assistant (Social Science’s Dean’s Office) in Cambridge, Massachusetts at Harvard University

003699SR
School/Unit Harvard Faculty of Arts and Sciences
Department Social Science Division
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 054
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment No

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

The Executive assistant serves as the primary point of contact for the Social Science’s Dean’s Office and provides high-level administrative, scheduling, and communications support for the Dean. The Executive Assistant reports to the Director of Strategy and Programs and may provide administrative support to others within the Division of Social Sciences office as needed.

Job-Specific Responsibilities:

Front Office and Reception

• Act as the primary point of contact for the Social Sciences Dean’s Office by greeting visitors and guests in a welcoming and professional manner, answering phones, and fielding general inquiries.

Calendar and Meeting Management

• Manage complex calendar for the Social Sciences Dean, including scheduling meetings, balancing priorities, anticipating needs, and proactively troubleshooting scheduling conflicts.
• Assist with agenda preparation for standing meetings and track action items to ensure timely follow up and resolution.

Events and Travel

• Coordinate logistical details for meetings and events
• Coordinate travel logistics for the Dean

Financial and Administrative Support

• Prepare expense reports on behalf of Social Sciences Dean
• Maintain up-to-date mailing and distribution lists, and assist with the dissemination of information to internal and external stakeholders.
• Maintain the electronic filing system for general administrative records and materials.
• Maintain office equipment and supplies, including shared printers, photocopiers, and reception area, to ensure smooth day-to-day office operations.

Communications and Digital Presence

• Maintain and update the Social Science Division website
• Review the Dean’s email inbox daily to remove junk mail, flag messages requiring attention, and catch invitations, meeting details, and time-sensitive or urgent requests.
• Develop automated rules for routing incoming messages
• Draft templates to accurately address routine inquiries on the Dean’s behalf.
• Other tasks and projects as assigned.

Working Conditions:

• This is a full-time position with the expectation to be on site in Cambridge, MA at least 4 days per week. There may be the additional expectation of in-person attendance for specific meetings and events. Schedule details to be discussed during the interview process.

Basic Qualifications:

• 3 or more years of experience as an Executive Assistant or in a role providing administrative support.

Additional Qualifications and Skills:

• High level of independent judgment, initiative, discretion, collegiality, professionalism, confidentiality, and attention to detail.
• Excellent verbal and written communications skills are required.
• Demonstrated ability to triage and prioritize a high volume of time-sensitive tasks and communications.
• Fluency in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint in a Mac OS environment as well as Office 365 collaboration tools (Teams, SharePoint, OneDrive, etc.), Google Suite applications, and Zoom.

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • This is a full-time position with the expectation to be on site in Cambridge, MA at least 4 days per week. There may be the additional expectation of in-person attendance for specific meetings and events. Schedule details to be discussed during the interview process.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.