Senior Executive Assistant

3 weeks ago

Cambridge, United States Harvard University Full time

Basic Qualifications

* Undergraduate degree in a relevant field required.
* Minimum 5-7 years administrative experience to senior/executive-level staff with increasing levels of responsibility and independence.
* Demonstrated experience with a range of programs within Microsoft Office.

Additional Information

To be considered for this position, a cover letter and resume must be submitted.

This is a two-year term position with strong possibility of renewal.

A skills assessment will be required as part of the interview process.

Extended work hours are required in this role.

We regret that we will not be able to provide visa sponsorship for this position.

All formal offers are made by FAS Human Resources.

Position Description

Serve as Primary Liaison to Faculty Director's (FD) Engagements and Communications

* Serve as the principal administrative contact for FD's correspondence with research collaborators, funders, administrators, and others from academia, government, and private sectors. This includes inbox management, and proactively triaging, tracking, and following-up on requests.
* Compose, prepare, and edit FD's correspondence and communication (e.g., email, letters, reports, memoranda, etc.) in a timely fashion, with accuracy, and appropriate tone.
* On behalf of the FD, greet visitors and manage other arrival and visit details.
* Participate in pre-event meetings for upcoming presentations, conferences, and other engagements in order to identify key themes, logistics, and other pertinent advance information for the FD.

Oversee Complex Calendar Management and Travel Arrangements

* Manage extremely complex calendars, including scheduling appointments with students and others; coordinating room reservations, audio-visual set-up, and catering arrangements. Maintain and schedule office hours for 50+ students and recurring research meetings.
* Review, assess, and route meeting requests, answer and monitor follow-on correspondence.
* Determine FD's preferences for meetings and plan accordingly. Maintain flexible and proactive scheduling systems to accommodate shifting calendars and priorities.
* Coordinate complex travel arrangements including preparing itineraries and documents to facilitate FD's travel; coordinating with external constituents on sponsored travel arrangements; and arranging for travel visas. Ensure that all travel arrangements are made in accordance with University guidelines.

Teaching and Research Administration Assistance

* Assist in the preparation of documents for articles, teaching, and research materials, which may include proofreading, formatting exhibits, and citation support.
* Support the FD when they are teaching including preparing materials and presentations for class, and as needed, providing virtual and on-site support during lectures.
* Assist with preparing copy and exhibits for publication or submission of grant proposals and/or reports.
* Coordinate Institutional Review Board (IRB) and data security protocol compliance with internal research partners and external University offices.

General Faculty Support

* Coordinate FD's research activities by serving as the principal administrative contact for members of the research group.
* Maintain FD's CV and individual and course websites.
* Prepare and coordinate job market evaluation reports and letters of recommendation.
* Arrange both small and large internal- and external-facing meetings, special events, and activities including student and faculty dinners, admitted student gatherings, seminars, and support for OI-sponsored convenings.
* Facilitate publication permissions, copyright registrations, and facilitate signature requests.
* Perform basic online research (biographical and other background information on upcoming meeting attendees, etc.); retrieve books, articles, and other information.
* Compile comprehensive, advance briefing materials and ensure materials are available in well-managed online environments.
* Prepare and process expense reimbursements and honoraria in a timely and accurate manner and in accordance with University guidelines. Track outstanding faculty expenses. Prepare purchase orders and expense reports and ensure appropriate use of funds for reimbursements, travel expenditures, and payables.
* Gather and analyze information required for administrative reporting including faculty time and effort reporting and other reports specified by University guidelines.

Organizational Support

* Work effectively with OI's collaborative, cross-functional administrative and research teams.
* Provide back-up for administrative staff on matters pertaining to event and meeting management, building support, and other organizational supports and duties as assigned.

Job Summary

Harvard University's Opportunity Insights (OI) seeks a bright, multi-tasking, self-motivated, and experienced professional to be the Senior Executive Assistant to Opportunity Insight's founding Faculty Director, Raj Chetty. The role will serve as a seamless extension for Professor Chetty, acting as a spokesperson and first-line communicator with high-level internal and external contacts, orchestrating complex administrative duties, and providing proactive research administration support. The position will play a key role within OI's administrative team and will report to OI's Assistant Director of Administration. The position requires continuous attention to minute details while simultaneously maintaining high-level oversight and the ability to continually adjust priorities to manage competing demands on Professor Chetty's time and resources.

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