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Executive Assistant

4 months ago

Cambridge, United States Harvard University Full time

Basic Qualifications

5 or more years of administrative support or related experience in a business or customer service environment. Education beyond high school may count toward some, though not all, experience.

Additional Information

We regret that Harvard Law School is unable to provide visa sponsorship for staff positions.

All offers to be made by HLS Human Resources.

Position Description

As the Executive Assistant you will:

* Prepare, manage, and coordinate calendar, meeting schedules, travel plans, and briefing documents to facilitate productivity, efficiency, and timeliness.
* Answer calls and maintain the faculty member's calendar using discretion to determine priority status, triage requests, accept and decline invitations, schedule/reschedule meetings as needed and refer as appropriate. Select meeting locations and coordinate logistics such as catering, AV, and parking.
* Conduct contingency planning, arrange agendas, and use Word, PowerPoint and Excel to prepare meeting materials. Greets guests and assists faculty member in staying on schedule, including tracking and follow up to meetings. Proactively manages faculty member's relationships with numerous other faculty at HLS and elsewhere. Develops and implements protocols for managing record keeping, time keeping, billing, collections, and other accounting related to client matters.
* Interact with press, potential and actual clients (law firms, large companies, regulatory agencies, individuals), and exercises judgment and discretion in speaking on behalf of faculty member regarding scheduling, availability, and commitments.
* Track class schedules and organize course materials, media, exams and grade submissions. Convert various academic documents and distribute/post publications to websites and working paper series.
* Arrange travel, materials, and track expenses for attendance at conferences, presentations and consulting projects.
* Maintain, organize, and archive complex files and work with IT department to streamline shared information systems. Oversees temps, contractors and student RAs (including approving time worked and interpreting and communicating faculty member's policies), and exercises discretion to hire student RAs.

Job Summary

Harvard Law School's Faculty Support Services Department (FSS) is dedicated to providing approximately 200 faculty members and instructors with the high-quality assistance they need to successfully teach, conduct research, and advance scholarship. While each assistant works directly with members of the faculty-often acting as a liaison between students, other instructors, and various Law School and University administrative departments-our department comprises a collaborative and supportive team of assistants who are committed to collecting and sharing the most effective methods of administrative support.

Faculty Support Services seeks an Executive Assistant (EA) who can fulfill this dual role as an independent problem-solver and enthusiastic team member. The EA will perform a wide range of complex and confidential administrative duties for senior faculty member whose areas of interest and research include corporate, securities, and financial institution law, the legal profession, executive education, and related public policy.