Executive Assistant
30-Oct-2024
Executive Assistant
Financial Administration
67242BR
Position Description
Financial Administration (FAD) is dedicated to advancing Harvard University’s teaching and research mission by stewarding its resources; providing support, guidance, and consultation; ensuring compliance with University and federal guidelines; mitigating risk; pursuing operational excellence; and promoting the financial health of the University.
Reporting directly to the Office of Finance and Administration’s Department Administrator, the Executive Assistant works independently providing a wide range of complex administrative support duties for senior leadership in Financial Administration. The Executive Assistant anticipates daily needs, works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities, anticipates and resolves a wide variety of issues, and supports the day-to-day administrative operations of the department.
Provides a wide range of complex administrative support duties for senior leadership, 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 (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages Corporate Card and reimbursement processing for senior leadership, including collecting receipts and knowing/applying relevant policies and guidance.
Additional responsibilities include:
- Makes
- conference and travel arrangements for leadership and department staff, knowing/applying relevant policies and guidance.
- 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 large meetings and events, including local conferences, training sessions, and department events. Arranges catering.
- the coordination of Harvard University IT support for department.
- new hire onboarding, including new employee setup and office orientation.
- management of department files.
- Serves as administrative contact for University constituents and external contacts. Develops, communicates, implements, administers departmental office policies, guidance, processes, and procedures.
- Provides guidance on reimbursement requests for department staff. Processes invoices. Reviews PCard expenses and processes Department Card expense reports. Reviews monthly non-personnel budgets and assists with budget forecasting.
- Purchases and maintains inventory of office supplies. Maintains departmental contact lists and organizational documents. Distributes mail.
- Reports equipment and building maintenance issues.
- Collaborates with other administrative colleagues within the organization to support organizational-wide functions and activities. Provides cross-organizational support and backup as needed.
- May participate in departmental staff meetings, documenting decisions and monitoring follow-up.
- Performs other related duties as required and assists with special projects.
Basic Qualifications
- 3+ years of related experience with demonstrated office administration and/or customer service skills.
- Demonstrated proficiency with MS Office applications.
Additional Qualifications and Skills
- The Executive Assistant should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas.
- Demonstrated ability to
- handle confidential and sensitive information in a professional manner with discretion and sound judgment
- learn new technologies
- work independently and collaboratively
- Demonstrated initiative and resourcefulness
- Attention to detail, ability to multi-task, analytical and problem-solving skills
- Strong interpersonal communication skills, written and verbal; demonstrated ability to build strong professional relationships and develop trust
- Excellent organizational skills with demonstrated ability to prioritize with multiple, conflicting, and/or changing demands
- Accountability and sound judgement
Working Conditions
Work is performed in an office setting.
Additional Information
Please provide a cover letter with your application.Please note:
Harvard University requires pre-employment reference and background screening.
We are unable to provide work authorization and/or visa sponsorship.
This position has a 90-day orientation and review period.
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.
Accessibility:
Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request an accommodation or have questions about the physical access provided, please contact our University Disability Resources Department.
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.
About Us
More about FAD:
Within and across the University, we aim to be exemplary colleagues, trusted partners, valued advisors, and agents of positive change.
Within our own community, we aspire to:
- Engage with respect, honesty, and integrity
- Cultivate equity, diversity, inclusion, and belonging
- Welcome innovation, collaboration, and flexibility
- Enjoy our work, grow professionally, and aim for the extraordinary
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 - Cambridge
Job Code
403035 Executive Assistant
Work Format
Hybrid (partially on-site, partially remote)
Sub-Unit
------------
Salary Grade
054
Department
Office of Finance & Administration
Union
99 - Non-Union, Confidential Non-Ex
Time Status
Full-time
Pre-Employment Screening
Education, Identity
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.
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