Executive Assistant

02-Aug-2024

Executive Assistant

Harvard T.H. Chan School of Public Health

66417BR

Job Summary

The Harvard T.H. Chan School of Public Health Office of Development and Alumni Relations (ODAR) is committed to securing the financial resources, time, and loyalty of alumni, friends, corporations, and foundations to promote the school’s work of educating new generations of global health leaders and producing powerful ideas that can transform the lives of people everywhere.

Reporting to the Vice Dean, the executive assistant (EA) will serve as the primary administrative point of contact and provide high-level administrative support to the vice dean. The successful candidate will be a collaborative, self-directed individual who demonstrates a solutions-oriented approach, anticipating and resolving problems with the utmost discretion and professionalism to ensure the vice dean's day-to-day affairs are conducted smoothly. The EA will build relationships and effectively and diplomatically communicate with a variety of constituents across the Harvard community. They will balance priorities and projects in an organized manner and demonstrate discretion when working with confidential or sensitive information.
 

Position Description

Duties and responsibilities are including, but not limited to:

• Schedule management: Proactively manage the vice dean’s calendar of meetings and events, collect information and materials, monitor action items to completion, and maintain working knowledge of priorities and happenings across the school. Create agendas for vice dean-initiated meetings and ensure that agendas for other meetings are shared promptly. Partner with Vice Dean to ensure follow-up items are completed promptly.
• Portfolio/Data management: Synthesize information from meetings and other communications to draft and upload contact reports to donor database, maintain other data as needed, and generate reports to support portfolio reviews and management. Ensure that all proposal data is entered accurately and timely.
• Building trust and relationships: Establish and maintain key peer relationships at the school and across the University. Will also work with ODAR’s leadership in support of the Vice Dean’s priorities, including scheduling and ensuring that all staff meetings are scheduled, and agendas are prepared and distributed in a timely manner.
• Travel management: Arrange travel for visits, events, and other trips, prepare itineraries and gather other materials, and reconcile corporate card expenses to ensure timely payment.
• Project management and support: Coordinate projects as needed in partnership with the Vice Dean and ODAR leadership, track deliverables and take notes and minutes as needed, staff ODAR events as needed, and represent the team at School-wide events.
• Performs other duties as assigned.

PLEASE NOTE: This is an overtime and benefits eligle position with a 40 hour/week work schedule.

Basic Qualifications

• 5+ years related experience required; a combination of education and experience may be considered.
• Previous experience with executive calendar management required.

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

• Bachelor's degree or equivalent experience
• Proficiency in Advance
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint strongly preferred
• Experience providing complex administrative support in a high-profile environment
• Strong written, verbal, and interpersonal communication skills
• Task management, organizational, and creative problem-solving skills
• Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information

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
• Experience fostering and reinforcing an environment that values unique experiences, cultures, backgrounds, and goals

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!

----------

• 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.

----------

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.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

055

Department

Office of Development and Alumni Relations

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

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, our Principles of Citizenship, 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.

LinkedIn Recruiter Tag (for internal use only)

#LI-JW1