Executive Assistant to the Chief of Staff
Executive Assistant to the Chief of Staff
Reporting to the Chief of Staff (COS) for the President, the Executive Assistant is a key member of the administrative team for the Office of the President and Provost and provides a range of complex administrative and project support to ensure daily operations are executed seamlessly within the Office of the President.
Primary responsibilities will include:
Develops systems and processes to ensure the proactive management of a highly complex schedule and calendar, manage complex travel arrangements, review and research requests for the Chief of Staff’s time, greet the chief of staff’s visitors and guests, and ensure proper meeting-room preparation. Track incoming requests to the COS, elevating items that need immediate attention.
Acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the Chief of Staff.
Researches, prioritizes, and follows-up on issues and concerns addressed to the COS including those of a sensitive and/or confidential nature.
Proactively seeks and builds key relationships across the University and develops organizational knowledge in support of the Office of the President and its initiatives. Responsible for supporting substantial written work including presentations, reports, briefings, memos, talking points.
Assists in the preparation of briefings for the chief of staff’s meetings and provides administrative support for ongoing programs and special projects relating to Presidential initiatives and priorities, policy issues within the University, administrative searches, and other projects as assigned.
Manages assigned projects through all phases from initiation to completion and evaluation;
Creates and manages multiple projects on behalf of the COS, including project tracking, regular status updates, and reporting;
Serves as back-up for the President’s executive assistant.
A minimum of five (5) years of relevant work experience
Additional Qualifications and Skills
Bachelor’s degree preferred. Excellent organizational, analytical, verbal, and written skills. Prior experience in or an interest in higher education preferred. Ability to juggle and prioritize multiple tasks proactively and deal with constant interruptions and deadlines in a fast-paced environment; eagerness to work flexibly and collegially with others; absolute discretion in handling confidential information; careful attention to detail and accuracy. A high degree of computer and Internet proficiency is required, including Microsoft Word, Excel, PowerPoint, and Outlook. Experience with Adobe Acrobat Pro/Illustrator, Zoom, Qualtrics, Survey Monkey, OpenScholar (basic website management), and the Harvard University Funding Portal preferred.
This is an exciting opportunity to become part of an evolving team under new leadership in the President’s Office. This is a hands-on role that will help establish new ways of supporting the priorities of the president and the right candidate will bring a sense of innovation and possibility to the work.
This position is predominately on campus, with a minimum of three days in the office during the academic year. There may be times when additional on-campus presence is required, so flexibility is essential.
Harvard University supports a hybrid workplace model which will actively support some remote work. Specific days and schedules for on-site work and remote work will be discussed during the interview process. Please note hybrid workers must reside in a state where Harvard is registered to do business (CA, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.
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.
Department Office Location
USA - MA - Cambridge
405012 Admin Professional (N)
Hybrid (partially on-site, partially remote)
Office of the President and Provost
Office of the President
99 - Non-Union, Confidential Non-Ex
Full time. Monday through Friday. 40 hours per week.
Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
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.