Executive Assistant
2 weeks ago
**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.
**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.- CALENDAR & FINANCIAL MANAGEMENT- 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.
**Basic Qualifications**
- Minimum 5 years’ experience supporting senior/executive level staff.
**Additional Qualifications and Skills**
- Microsoft Office and Google Suite of programs software experience. Excellent organizational skills. Great sense of composure in high impact environment with exceptional interpersonal, oral, and written communication skills. Ability to work well independently and a strong sense of exercising discretion and judgment in areas of responsibility. Should be able to work in strong partnership with other team members within the OVPR, central units, and academic departments. Should possess a high ability to prioritize and juggle multiple tasks under tight deadlines. Creative approach to problem-solving. Comfortable working in a fast-paced work environment where demands may need to be re-prioritized frequently. Knowledge of Harvard’s research environment, as well as University policies and procedures, a plus.
**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.
**Work Format Details**
**Please Note**: Hybrid schedule - on-site Tuesdays through Thursdays.
- 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, I
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