Executive Assistant/Project Coordinator in Cambridge, Massachusetts at Harvard University

003204SR
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.

The EA/PC reports jointly to the University Chief Compliance Officer (UCCO) and the Assistant Vice Provost and Managing Director for Research Data Strategy (AVP). The incumbent provides high-level administrative, operational, and project coordination support to ensure the effective functioning of both offices and the successful advancement of institutional priorities.

Job-Specific Responsibilities:

The Executive Assistant and Project Coordinator will deliver advanced administrative support to the UCCO, ensuring efficient daily operations of the office, as well as support occasional, discreet projects related to the AVP. Responsibilities specific to the UCCO include:

• Managing complex calendars and overseeing the planning, scheduling, and coordination of meetings
• Preparing meeting materials, including agendas and briefing documents, by researching, compiling, and synthesizing relevant information
• Providing timely follow-up on action items and monitoring the completion of outstanding tasks
• Coordinating and arranging domestic and international travel
• Composing, editing, and disseminating meeting minutes and related documentation
• Organizing and coordinating events, meetings, and special engagements
• Processing invoices, reimbursements, and expense reports in accordance with University policies
• Maintaining and organizing files, records, and materials associated with various projects and committees
• Performing additional duties as required

In addition, the incumbent will support a broad portfolio of projects identified as priorities by the UCCO, including but not limited to:

• Coordinating and staffing designated University-wide committees and initiatives related to research compliance, such as the Research Security Oversight Council.
• Tracking action items and coordinating key components of special projects to ensure timely progress
• Coordinating communication among project stakeholders to promote consistent information flow and cross-departmental alignment
• Organizing and facilitating project check-ins; preparing summaries; and ensuring appropriate follow-up on decisions and assigned responsibilities
• Maintaining project archives, records, and version control for documents, reports, and deliverables
• Drafting and preparing formal correspondence on behalf of the UCCO
• Conducting high-level research and preparing memos, presentations, and reports for senior leadership

The incumbent will be responsible for the day-to-day management, maintenance, and ongoing improvement of the OVPR website, ensuring that the site is accurate, accessible, user-friendly, and aligned with Harvard’s brand and digital standards. They will lead occasional design and redevelopment projects, in consultation with others, to support new initiatives, programs, and strategic priorities of the OVPR.

This position, in collaboration with the Regulated Data Compliance Officer, will be responsible for technical aspects of the trainings provided by OVPR on Harvard Training Portal.

Finally, the incumbent will act as the designated backup to the Executive Assistant to the Senior Vice Provost for Research for any extended periods of time (and vice versa).

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role:

• A minimum of five years of progressive administrative and/or project coordination experience
• Proficiency with Microsoft Office (Word, Excel, SharePoint, OneDrive, Outlook) and Google Workspace (Docs, Sheets)
• Education beyond high school may count toward the required years of experience

Additional Qualifications and Skills:

• Bachelor’s degree strongly preferred
• Familiarity with WordPress a plus
• Experience within an academic, research, or compliance-focused environment is preferred
• Demonstrated experience managing complex scheduling needs and balancing multiple priorities under deadlines
• Ability to work independently with minimal supervision while managing multiple tasks simultaneously
• Excellent interpersonal skills and the ability to interact professionally with senior administrators, faculty, students, and other stakeholders
• Strong organizational, analytical, and creative problem-solving abilities
• Demonstrated capacity to work collaboratively and contribute to a cohesive team environment
• Proven ability to cultivate and maintain professional relationships with individuals at all levels, exercising discretion, sound judgment, and strict confidentiality

• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity
• Other Information: This position will have a 3-month orientation and review period.

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.