Senior Executive Assistant in Cambridge, Massachusetts at Harvard University

003138SR
School/Unit Harvard Kennedy School
Department Belfer Center for Science and International Affairs
Job Function General Administration
Location Cambridge
Job Type Full-time
Salary Grade 056
FLSA Status Non-exempt
Union 55 - Hvd Union Cler & Tech Workers
Term Appointment Yes

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 Kennedy School?

The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

The Belfer Center for Science and International Affairs is the hub of Harvard Kennedy School's research, teaching, and training in international security and diplomacy, environmental and resource issues, and science and technology policy. The Belfer Center was named a “Center of Excellence” by the University of Pennsylvania’s Think Tanks and Civil Societies Program in 2021 – the last year of its ranking program – in recognition of the Center’s six consecutive years as the world’s #1 university-affiliated think tank. The Center has a dual mission: (1) to provide leadership in advancing policy-relevant knowledge about the most important challenges of international security and other critical issues where science, technology, environmental policy, and international affairs intersect; and (2) to prepare future generations of leaders for these arenas.

Reporting to Meghan O’Sullivan, Director of the Belfer Center for Science and International Affairs at Harvard Kennedy School, the Senior Executive Assistant provides high-level administrative and logistical support to the Director. With minimal supervision, the Senior Executive Assistant uses sound judgment, discretion, and strong organizational skills to manage the Director’s time and priorities in a fast-paced, constantly evolving environment.

The ideal candidate would be a career executive assistant who excels at anticipatory support—proactively identifying the Director’s needs, surfacing issues early, and taking initiative to manage them through to resolution. They will be comfortable adapting to shifting priorities, managing multiple complex tasks simultaneously, and maintaining composure under pressure. The ideal candidate would also bring experience using new technologies, including AI models, to increase the efficiency of office operations and streamline daily processes. Please note: The position requires you to work in-person on campus for a minimum of four days per week.

Job-Specific Responsibilities:

Director’s Calendar, Scheduling, and Engagements

• In collaboration with the Director’s Senior Advisor, serve as primary liaison between the Director and parties requesting her engagement, including internal and external stakeholders who are inviting or hosting the Director.
• Manage the Director’s calendar, meeting requests, and daily logistical needs.
• Coordinate and manage domestic and international travel arrangements, including complex itineraries and visa processes.
• In collaboration with other members of the Director’s team, align commitments with the Director’s evolving priorities and objectives, proactively recommending tradeoffs and adjustments when necessary.
• Prepare biographical and other basic materials to inform the Director's meetings and engagements.
• Liaise with other members of the Director’s team to organize and compile research, background information, and materials for review on a regular schedule, ensuring that the Director is well-prepared for engagements and can efficiently complete Center business.

Communications, Follow-Through, and Stakeholder Relations

• Monitor the Director’s correspondence, prioritize items for her attention, and ensure timely responses and follow-through.
• Working with other members of the Director’s team, track the status of short- and longer-term items requiring the Director’s attention or initiated by her, ensuring timely completion and appropriate follow-up.
• Facilitate communication between the Director and Belfer Center staff, including research assistants, course assistants, and research project staff, helping to ensure clarity, timeliness, and alignment.
• Communicate professionally with internal and external stakeholders on behalf of the Director, including drafting and sending correspondence as directed.
• Greet and welcome VIPs, faculty, invited guests, colleagues, students, and donors on behalf of the Director with poise, tact, self-confidence, and discretion; assist other visitors as a primary face of the Belfer Center.

Operations, Administration, and Course & Financial Support

• Print, organize, and provide briefing documents, correspondence, logistical information, items for review, and other material to the Director on a daily, weekly, and ad hoc basis.
• Manage online and physical records related to the Director’s work, maintain office inventory, support tracking and compilation of the Director’s activities (including publications, travel, and meetings), and assist in maintaining webpages and other elements of the Director’s public profile.
• As needed, collaborate with the Director’s Faculty Assistant and other members of the Director’s team to prepare hiring paperwork and support onboarding processes for student research assistants and other personnel associated with the Director’s work, including drafting offer letters, processing nomination forms, adding individuals to Harvard systems, obtaining necessary administrative approvals, and tracking status.
• As needed, collaborate with the Director’s Faculty Assistant to support delivery of the Director’s courses, including coordinating slides, readings, and other class content; assisting with logistical arrangements for speakers or guests; obtaining and organizing research resources; managing office hours and other student engagements; and maintaining Canvas pages.
• As needed, process and assist with financial matters, including corporate card payments, vendor invoices, individual reimbursements, and other accounts payable.

Working Conditions:

• This position requires the ability to work flexible hours, including some evenings, as requested by the Director, particularly to support the Director’s travel and participation in events and convenings.
• The position is a 40 hour a week position.
• The role is based in Cambridge, MA, with the expectation of on-site work at the Belfer Center. The position requires work in-person on campus for a minimum of four days per week.

Basic Qualifications:

• Bachelor’s degree required.
• At least five years of related professional experience
• A complete application must include both a resume and a cover letter.

Additional Qualifications and Skills:

• Seven or more years of related professional experience is preferred.
• Bachelor’s degree in public policy, international relations, government, politics, or a related field preferred.
• Exceptional organizational skills, attention to detail, and demonstrated ability to manage multiple tasks and projects simultaneously and follow through to completion.
• Demonstrated maturity, judgment, and discretion in handling confidential and sensitive information.
• Positive, professional, and engaging demeanor; ability to work effectively with a wide range of stakeholders, including faculty, staff, students, donors, and VIP guests.
• Strong collaboration skills and ability to build productive relationships across all levels of a diverse organization as a team member.
• High level of comfort with technology and interest in experimenting with and incorporating new tools.
• Proficiency with Microsoft Office, Sharepoint, Google Workspace, Zoom, and cloud-based file-sharing platforms (e.g., Dropbox); active use and experimentation with AI models to facilitate workloads and increase efficiency. Familiarity with CRM systems such as Salesforce and web platforms such as Wordpress is a plus.

Application Instructions: Applications must include a resume and cover letter in order to be considered complete.

• Appointment End Date: This is a fully benefits-eligible two year term, with the possibility of renewal.
• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education
• Other Information: This position is based on campus in Cambridge, MA and required to work on-site at least 4 days/week.

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 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.