Executive Assistant

4 weeks ago

Cambridge, United States Harvard University Full time

Basic Qualifications

Minimum 5 years' experience supporting senior/executive level staff.

Additional Information

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.

Position Description

COMMUNICATION & GATEKEEPING

This position provides executive support through a wide range of highly skilled administrative services to the vice provost and senior assistant provost. S/he serves as principal administrative contact and liaison with researchers, other universities, governments, external stakeholders, visitors, media, and donors. The EAOM will provide a warm and welcoming environment for visitors and manage arrival details for various stakeholders, consultants, and vendors.

This position is responsible for management and quality control of high-level and high-volume email communications, and will compose and edit emails, letters, memos, reports, and detailed meeting agendas. The EAOM ensures briefing material are available in a comprehensive and well-managed online environment. Will compose and distribute meeting minutes. May also provide support for publication or submission of reports. Reviews, assesses, routes, answers and monitors and most importantly manages follow up action steps on correspondence.

CALENDAR & FINANCIAL MANAGEMENT

This position manages and coordinates the VPR and SAPR's calendars, arranging complex meetings and handling meeting material preparation and logistics. This includes meeting scheduling, communications (including correspondence, email, and phone) and distribution of materials. Determines priority status of meeting requests; triages all requests; refers and schedules as appropriate. Arranges for meetings, appointments, and travel arrangements, adhering to university guidelines. Prepares/submits all reimbursement and expense reports. Maintains financial reports of expenditures. Organizes meetings on/off-site: Schedules recurring meetings; arranges catering as necessary, and manages media/tech support for all meetings. The EA is responsible for proactively managing calendars with attention to logistics and anticipating the needs well in advance.

EVENT COORDINATION

The EAOM occasionally coordinates OVPR-sponsored events, including conferences, seminars, annual retreats, and topic-specific events. Related duties may include, but are not limited to, scheduling speakers, processing reimbursements, exploring and organizing space, and coordinating vendors (including A/V support, transportation, and catering).

BROAD ORGANIZATIONAL SUPPORT

The EAOM develops and maintains an administrative support system for the OVPR broadly, creating processes that facilitate office-wide coordination of activities. S/he establishes and systems for important record keeping and communications management for the office. The EOM acts as the primary point of contact for building management and all space-related issues, and oversees the ordering of supplies as well as maintenance of equipment and resources for the Office. S/he organizes regular office-wide meetings.

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, and reach for items. This position requires extensive screen time as most work is performed with computer. Specific vision abilities required by this job include close vision, distance vision, color vision.

Job Summary

This position will provide executive-level administrative support to Harvard University's Office of the Vice Provost for Research (OVPR). The OVPR office functions across the University to encourage, cultivate, and coordinate high-impact academic research across Harvard's schools and affiliated institutions.

The Executive Assistant and Office Manager (EAOM) will serve as the primary contact and liaison for internal and external stakeholders related to the Vice Provost for Research (VPR) and Senior Assistant Provost for Research (SAPR)'s professional activities. This position is responsible for developing and maintaining effective systems for managing the office administrative needs, working independently in an environment of multiple and conflicting priorities. The Vice Provost for Research is also an active faculty member in the Department of Earth & Planetary Sciences at Harvard who, in his role of VPR, participates in a number of Boards and committees. In this role, the EAOM will interact with faculty, students, external scholars, government officials, media, and other stakeholders, whose involvement in the activities of the office is essential to its success.

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