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Executive Assistant

Harvard University

Harvard University

Administration
Posted on Wednesday, April 26, 2023

28-Apr-2023

Featured Job

Executive Assistant

Harvard T.H. Chan School of Public Health

61886BR

Job Summary

The Department of Global Health and Population (GHP) is seeking an Executive Assistant to provide high-level administrative support to Professor Marcia Castro, Chair of the Department and Andelot Professor of Demography, and Paul Martin, Director of Administration.

The mission of GHP is to improve global health through education, research, and service from a population-based perspective. The twenty-first century has arrived with complex changes in demographic patterns, disease burdens, our natural environments and health policies. These changes are affecting all societies, rich and poor, developed and developing. The department’s approach to these problems combines the analysis of population and health using quantitative and qualitative methods, the investigation of policies that affect health, and a concern with the politics and ethics of health and development.



Position Description

The Executive Assistant is responsible for the smooth operation of the Department Chair’s Office within the Department of Global Health and Population. Reporting to the Department Chair and the Director of Administration, the Executive Assistant will perform a wide range of high-level, complex, and confidential administrative and clerical tasks under minimal supervision.

Duties and responsibilities include, but are not limited to, the following:

  • Liaising with programs directly affiliated with the Department Chair and serving as first point of contact for inquiries related to the Department Chair
  • Managing the department chair's calendar with extensive knowledge of availability and priorities, to anticipate scheduling needs and respond to meeting requests
  • Ensuring that briefing materials are prepared in advance of meetings and events, which includes: establishing internal and external deadlines, collaborating with internal stakeholders, compiling briefing materials, obtaining agendas
  • Composing and editing letters, memoranda, reports, course materials, and presentations on behalf of the Department Chair
  • Managing logistics for monthly faculty meetings, including scheduling, communicating with participants, AV/IT/Zoom services, catering, ensuring meeting materials and agenda are provided in advance, tracking attendance, taking meeting minutes
  • Processing financial reimbursements and corporate card payments via Concur and Buy2Pay
  • Coordinating domestic and international travel arrangements for the Department Chair
  • Managing the Department Chair's academic records and online presence, including maintaining CV, updating and editing faculty website, managing social media channels
  • Creating and distributing the Department's weekly newsletter
  • Provide logistical support for events hosted by the Department Chair, Director of Administration, or the Department's core administrative team
  • Creating systematic process for tracking correspondence (to and though the Department Chair's office), status of requests, and responses
  • Creating and maintaining filing system(s) as necessary
  • Participating in the department's core administrative team's weekly meeting
  • Other duties as assigned

This position requires excellent communication, interpersonal and writing skills, and the tact to provide information and service to diverse internal and external contacts. The preferred candidate will be proactive, flexible, diplomatic and discern and anticipate the needs of the Department Chair. The candidate will have solid experience in a fast-paced environment that requires multi-tasking.

PLEASE NOTE: Short-listed candidates will be required to submit a writing sample or perform a writing exercise.

PLEASE NOTE: This is an overtime and benefits-eligible position with a 40 hour work week. This is a hybrid position and this position will be based in Boston, MA. Additional detail pertaining to this position will be discussed during the interview process. All remote work must be performed in a state in which Harvard is registered to do business (Connecticut, Massachusetts, Maryland, Maine, New Hampshire, New York, Rhode Island, Vermont, California (exempt staff only), Georgia, Illinois, New Jersey, Virginia, and Washington).

Basic Qualifications

  • 5+ years of relevant experience is required; a combination of education and experience may be considered

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

  • Bachelors degree strongly preferred
  • Experience working in an academic environment and experience working as an admin support to someone in a leadership position
  • Experience with calendar management and scheduling
  • Experience prioritizing and managing multiple deadlines
  • Strong communication and writing skills, as well as strong attention to detail
  • Demonstrated experience with problem solving independently
  • General knowledge of Zoom, Microsoft Office Suite, and Google software packages
  • Proven interpersonal skills, providing complex administrative support in a high-profile environment which includes exercising discretion and confidentiality as needed
  • Solid working knowledge of office processes and business policy development

The following cultural competencies are also preferred:
  • Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
  • Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
  • Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity

Additional Information

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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  • The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
  • Harvard University requires pre-employment reference checks and background screenings.
  • This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.
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Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

Benefits

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403035 Executive Assistant

Work Format

Hybrid (partially on-site, partially remote)

Department

Global Health and Population

Sub-Unit

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Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School’s mission, objectives, and core values and our diversity, inclusion, and belonging initiatives.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.