Executive Assistant

Executive Assistant

By working at Harvard University, you join a vibrant community that advances Harvard's 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.

The Executive Assistant reports to the Director of Finance and Operations for Harvard Allston Land Company. As a member of the team, the Executive Assistant provides a wide range of complex administrative support duties for the CEO and the team. The Executive Assistant anticipates daily needs, works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities, handles confidential information, anticipates, and resolves a wide variety of issues, and supports the day-to-day administrative operations of the department.

Job-Specific Responsibilities :

Provides a wide range of complex administrative support duties including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepares detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents that need to be created, reviewed, proofread, and / or designed for distribution internally and / or externally. Manages reimbursement processing, including collecting receipts and knowing / applying relevant policies and guidance.

Additional responsibilities include :

• Serves as administrative contact for University constituents and external contacts.
• Maintains departmental contact lists and organizational documents.
• Makes edits to the department website, assists with the management of the department SharePoint site, and updates other department web-based systems, as needed.
• Assists with the coordination of Harvard University IT support for department.
• Assists with the reporting of equipment and building maintenance issues.
• Assists with new hire onboarding, including new employee setup and office orientation.
• Assists with digital and physical management of department files.
• Works with staff to support organization-wide functions and activities. Provides cross-organizational support and backup as needed.
• Participate in departmental staff meetings, documenting decisions and monitoring follow-up.
• Assists with the coordination of large meetings and events, including local conferences, training sessions, and department events. Arranges catering.
• Makes conference and travel arrangements, knowing and applying relevant policies and guidance.
• Assists in purchasing and maintaining inventory of office supplies.
• Distributes mail.
• Performs other related duties as required and assists with special projects.
• Assists the Administrative Coordinator as necessary.
• Assists with new employee onboarding.

Candidates MUST meet the following basic qualifications to be considered for this role :

The following Additional Qualifications are strongly preferred :

Standard Hours / Schedule : 35 hours per week

Harvard University is unable to provide visa sponsorship.

Harvard University requires pre-employment reference and background screenings (Identity).

This position will be based in Allston, MA. This position has a 3-month orientation and review period.

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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

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 :

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

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.