Executive Assistant in Cambridge, Massachusetts at Harvard University

003181SR
School/Unit Harvard University Central Administration
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 055
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 Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

At Harvard FCU, we believe a brighter world is possible, and that together, we can all help create it. That’s why, since 1939, we’ve helped our members build a strong financial future so they can make an impact in life, wherever it may lead. From students to professionals, from in-branch to online, from new beginnings to lifetime milestones, from Harvard Square to around the world, we deliver the accessible financial tools and resources everyone, everywhere needs to thrive. By coming together to serve, equip, and empower people to make a positive impact in their lives and communities, we’re helping build a more prosperous world for all. Join us!

Harvard FCU: https://harvardfcu.org/

Job Summary:

The Executive Assistant is a unique role at Harvard FCU. Reporting to the President & CEO, the Executive Assistant role is the central connection for staff, members, and partners to connect with the President & CEO, senior leadership, and our Board of Directors (including our Supervisory Committee). In this role you will be championing company culture, managing schedules, assisting with correspondences and presentations, planning events, and acting as the point of contact for the CEO, Senior Team, and Board of Directors.

Job-Specific Responsibilities:

Executive & Senior Team Support

• Serve as primary point of contact and gatekeeper for the President & CEO, managing calendars, priorities and daily workflow.
• Plan, schedule, and manage calendars for all senior team leaders, including scheduling meetings, resolving conflicts, and ensuring appropriate prioritization.
• Prepare senior team members for meetings by coordinating agenda, briefings, background materials, and meeting logistics (meeting spaces, AV/IT, food and beverages, etc.).
• Draft, proofread, and edit correspondence, presentations, and other documents on behalf of the President & CEO and senior leadership.

Board of Directors & Committee Support

• Plan and manage all aspects of Board of Directors meetings, including collection and preparation of materials, loading all documents onto the board portal, and preparation of accurate, timely minutes.
• Attend all Board and Committee meetings, including advance preparation with committee chairs on agendas and material submissions.
• Prepare, maintain, and distribute all Board and Committee minutes, ensuring appropriate approvals and secure recordkeeping.
• Act as direct liaison with Board and Supervisory Committee members, serving as the administrator and subject matter expert for the board portal and related tools.

Meeting, Event, and Project Coordination

• In coordination with the Marketing team, plan and organize the annual meeting and election, as well as the annual employee meeting.
• Assist senior team leaders with planning and executing conferences, events, and webinars, including registration, hotel accommodations, travel arrangements, and on-site support as needed.
• Coordinate internal meetings, retreats, and staff events that help support and reinforce Harvard FCU’s culture and values.
• Track and follow up on action items from key meetings to ensure timely completion and communication of outcomes.

Technology and Systems Proficiency

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with collaboration platforms such as Teams, Zoom, SharePoint, and OneDrive
• Experience managing virtual meetings and supporting meeting technology
• Experience with board governance software (e.g., OnBoard, Diligent, BoardEffect)
• Ability to learn and effectively utilize new technologies and business applications

Operational & Administrative Management

• Reconcile and submit monthly credit card invoices to Accounts Payable, ensuring all expenses have proper receipts and comply with company policy.
• Maintain organized electronic and physical filing systems for executive and Board materials, ensuring confidentiality and ease of retrieval.
• Support the smooth operation of the executive office by anticipating needs, identifying process improvements, and implementing practical solutions.
• Act as back up to the Office Manager in their absence: which may include overseeing office supplies, facilities requests, visitor management, and general office coordination.

Culture, Communication, and Confidentiality

• Champion Harvard FCU’s culture by modeling our values in daily interactions with staff, members, partners, and Board members.
• Handle sensitive and confidential information with the highest level of discretion, professionalism, and judgment.
• Build and maintain positive relationships with internal and external stakeholders, ensuring all interactions reflect Harvard FCU’s commitment to service and inclusion.

Basic Qualifications:

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• High school diploma or equivalent.
• A minimum of 3-5 years of progressively responsible administrative experience, including direct support to senior or executive-level leaders.

Additional Qualifications and Skills:

The following qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• Bachelor’s degree preferred.
• Demonstrated experience managing complex calendars and scheduling across multiple stakeholders.
• Demonstrated experience preparing meeting materials and taking/distributing minutes.
• Proven ability to handle confidential information with discretion.
• Experience supporting C-suite executives, a Board of Directors, or senior leaders.
• Prior experience working at a cooperative, financial institution, or in higher education.
• Experience serving as a Board liaison, including preparing board books/packets and working with board portal.
• Demonstrated experience planning and managing projects and events.
• Exceptional communication skills, including drafting and editing emails, memos, and presentations on behalf of senior leaders.
• Strong relationship building skills with the ability to interact effectively and diplomatically with staff, members, partners, and Board members.
• Proven ability to prioritize and manage multiple deadlines in a fast-paced, highly visible environment.
• High level of professionalism, sound judgment, and discretion when handling sensitive and confidential information.
• Ability to move meeting materials, packages, and event supplies weighing up to 20 pounds.

Standard Hours/Schedule: 35 hours per week, 7 hours per day. This is a hybrid role with on-site requirements averaging 1-2 days per week, and ‘as needed’ based upon needs of the senior team. Must be able to work overtime on occasional evenings and/or weekends, especially to meet deadlines or during special events/meetings.

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.

Pre-Employment Screening: Education, Identity

• Other Information:
  • Please provide a cover letter and resume as one document with your application.
  • This position has a 90-day orientation and review period.

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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 055. 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.