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Executive Assistant and Project Coordinator

Harvard University

Harvard University

Administration
Posted on Friday, November 10, 2023

09-Nov-2023

Featured Job

Executive Assistant and Project Coordinator

University Administration

63518BR

Job Summary

The Executive Assistant and Project Coordinator reports jointly to the Associate Provost for Research and the Director of the newly formed Research Compliance Program (RCP).  

Position Description

This position will provide high-level administrative support to the Associate Provost and RCP Director, ensuring smooth daily operations of the team/office including:

  • Managing complex calendars, planning, scheduling, and organizing meetings
  • Preparing materials for meetings, including agendas and briefings, by compiling relevant information and data
  • Providing timely follow-up as needed, including tracking items and ensuring their completion
  • Making travel arrangements, including scheduling and booking
  • Composing and distributing meeting minutes
  • Coordinating/planning events and meetings
  • Processing invoices and expense reports
  • Maintaining and organizing files and materials for various projects and committees
  • Performing other duties as needed or required

This role will also participate in a wide range of projects identified as priorities by the Associate Provost for Research including, but not limited to:

  • Coordinating and staffing University-wide committees and work related to the APR’s portfolio of Interfaculty Initiatives (IFIs)
  • Tracking action items related to, and managing various elements of, special projects and IFIs
  • Drafting and sending correspondence on behalf of the Associate Provost for Research
  • Conducting high-level research and preparing memos, presentations, and reports

Basic Qualifications

Candidates must meet the following basic qualifications in order to be considered for this role:

  • A minimum of three years of progressive administrative and/or project coordination experience.
  • Computer skills, including Microsoft Office suite of programs (Word, Excel, SharePoint, OneDrive, and Outlook), and Google suite of programs (Google Docs, Google Spreadsheets) required
  • Education beyond high school may be applied toward years of experience

Additional Qualifications and Skills

  • Bachelor's Degree strongly preferred
  • Experience with academic environments is preferred
  • Demonstrated experience handling complex scheduling and prioritizing/executing multiple tasks while meeting deadlines
  • Ability to prioritize and execute multiple tasks and meet deadlines with minimal supervision
  • Excellent interpersonal skills and ability to communicate professionally with a diverse constituency, including senior administrators, faculty, and students
  • Excellent organizational and creative problem-solving skills
  • Proven ability to work collaboratively and be an effective team player
  • Proven ability to establish professional relationships with colleagues across all levels of seniority with poise and tact, all while maintaining the confidentiality of sensitive information

Additional Information

Please Note: Hybrid schedule - on-site Tuesdays through Thursdays. 

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 (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. 

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 - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Office of the President and Provost

Department

OVPR

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Credit, Criminal, Identity

Schedule

Full time. Monday through Friday. 35 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.

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.