Executive Assistant and Project Coordinator

2 weeks ago

Cambridge, United States Harvard University Full time

**Job Summary**

Reporting to the Faculty Director and Executive Director, the Harvard University Native American Program (HUNAP) Executive Assistant and Project Coordinator (EAPC) is responsible for executive assistant duties and administrative logistics for projects and events on behalf of the Faculty Director. The EAPC serves as the principal administrative contact and liaison for internal and external departments in relation to those projects. This includes the implementation of planned events related to conferences and other symposia.

**Position Description**

The Executive Assistant and Project Coordinator will provide support for a wide range of projects identified as priorities by the Faculty Director and Executive Director of HUNAP. The EAPC will also provide high-level administrative support for the Faculty Director of HUNAP. Position duties and requirements include:

- Coordinating programming and events relative to initiatives of the Faculty Director’s choosing
- Conducting research and analysis, and preparing presentations, reports, briefings and memos for the Faculty Director
- Supporting the design and updating of the HUNAP website, some CMS or web development experience preferred
- Creating flyers, posters, and other promotional materials for events related to the Faculty Director’s initiatives
- Ability to help with media and marketing strategies, branding, and event promotion
- Coordinating IT/space needs for events, presentations, and meetings
- Ability to take direction and proceed with tasks with mínimal oversight
- Managing complex calendars, planning, scheduling, and organizing meetings
- Preparing materials for meetings including agendas and briefings by compiling relevant information and data
- Composing and distributing meeting minutes
- Providing timely follow-up as needed, including tracking items and ensuring their completion
- Making travel arrangements including scheduling and booking
- Maintaining and organizing files and materials for various projects and committees
- Perform other duties as needed or required

**Basic Qualifications**

Minimum of 5 years of progressive administrative and project coordination experience. Education beyond high school may be applied to years of experience.

**Additional Qualifications and Skills**

Bachelor's Degree strongly preferred. Previous administrative and project management experience in a university setting highly preferred. Proven ability to work independently, establish goals, set priorities and carry out project tasks with limited direction. Excellent organizational and creative problem-solving skills. Proven ability to work collaboratively and be an effective team player. Excellent interpersonal skills, and verbal and written communication skills essential. Must be able to work with mínimal supervision. Extensive experience using MS Word, Excel and PowerPoint. Demonstrated ability to work in a fast-paced, complex work environment, using excellent judgment and discretion, with a diverse population of administrators and faculty.

**Additional Information**
- 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**- **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

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