Executive Assistant to the Danoff Dean of Harvard College in Cambridge, Massachusetts at Harvard University

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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 Harvards undergraduate program (Harvard College, founded in 1636) as well as all of Harvards 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:

Reporting to the Danoff Dean of Harvard College, with an indirect report to the Associate Dean of Harvard College and Chief of Staff, the Executive Assistant provides administrative support to manage the Deans day to day activities, meetings, and correspondence in a fast-paced office environment. As a member of the Deans Office operations team, this position will support office events and programs, oversee special projects as needed, and collaborate with the Deans senior leadership team to advance the mission of Harvard College. This position performs a wide range of complex administrative tasks in a high-profile environment and must exercise a high-level of discretion, judgement, and confidentiality.

Job-Specific Responsibilities:

• Manages the Deans calendar including scheduling meetings, appointments, and events, flagging and proactively resolving scheduling conflicts, and tactfully negotiating requests for the Deans presence in meetings and at events.
• In consultation with the Dean and Associate Dean, prepares meeting agendas, distributes pre-meeting materials as needed and arranges for follow-up on action items.
• Monitors the Deans business expenses and prepares and completes accurate expense reports in accordance with University and departmental financial policies.
• Arranges complex and detailed travel plans, itineraries, and agendas, ensuring the Dean has all necessary information ahead of offsite meetings and trips. Works closely with University Development officers to coordinate travel and meetings for fundraising.
• Composes and prepares materials that are often confidential in nature including acknowledgement letters, personal correspondence, briefings, and memos.
• Communicates directly, and on behalf of the Dean, with other senior officers of the university, donors, university staff, and others on matters related to the Deans initiatives.
• Routinely sends broadcast email messages to College staff, students and faculty; Collaborates with the Harvard College Leadership team to optimize communications and support a culture of teamwork, innovation, and accountability.
• Manages the Deans Office electronic filing system and hard copy confidential files, maintaining the strict confidentiality of both systems. Creates and maintains systems that ensure that Deans Office records are preserved in accordance with University Archives guidance.
• Partners with other Deans office staff to develop and support Deans office events and programs including researching and reserving space, arranging catering, managing registration, and working with vendors. Has full understanding of events and programs across the Deans office and the College to advise on and direct event scheduling.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Understands office and university protocols fully in order to handle routine situations and use judgment to deviate from established procedures to handle non-routine and complex situations.
• Coordinates projects with the Deans Office Administrative Coordinator and ensures that phone calls and office visits are handled appropriately. Works with Administrative Coordinator in managing the calendar of the Associate Dean.
• Performs other duties as assigned by the Dean or Associate Dean

Working Conditions:

This position is in Cambridge with an expectation of working onsite in an office five days per week. Night and weekend work is sometimes expected, primarily during the academic year (September through May).

Physical Requirements:

Frequent walking around campus and ability to move items up to 25lbs for event setup

Basic Qualifications:

• Minimum of five years of related experience supporting a senior leader with demonstrated progressive office administration skills. Education beyond high school may count toward experience.
• Computer skills, including Microsoft Office suite of programs (Word, Excel, SharePoint, OneDrive, and Outlook)

Additional Qualifications and Skills:

• Bachelors degree is strongly preferred
• Demonstrated experience handling complex scheduling and executing multiple tasks while meeting deadlines
• Ability to handle confidential and sensitive information in a professional manner with discretion and sound judgement.
• Attention to detail and ability to anticipate office needs and potential conflicts
• Strong written and verbal communication skills and a demonstrated ability to build strong professional relationships and develop trust with a high level of tact
• Demonstrated ability to work independently and collaboratively in a fast-paced environment
• Excellent organizational skills with experience in prioritizing conflicting and changing demands
• Resourcefulness and willingness to take initiative
• Prior experience in an academic setting

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate: Compensation is based on the position and the candidates relevant experience.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. 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.