Senior Executive Assistant

4 weeks ago

Cambridge, United States ACL Digital Full time

Executive Assistant and Administrative Coordinator # HUJP00009168

Cambridge, MA 02138 HYBRID(Tuesday, Wednesday, Thursday)

06+ Months contract with Extn

Pay Rate: $57.00/hr on w2.


NOTE

3 days onsite: Tuesday, Wednesday, Thursday

top skills: supported high level executive experience with concur for reimbursements high calendar management.


General Job Description:

This Executive Assistant and Administrative Coordinator reports to the Chief Information Officer (CIO) at

the Harvard Kennedy School of Government (HKS) and has two primary roles: (1) Executive Assistant for

CIO; and (2) Administrative Coordinator for the Information Technology Department.

(1) For the CIO, this position provides personal administrative support such as managing the CIO’s very

busy calendar/schedule; scheduling leadership, committee and team meetings; collecting, developing,

and organizing information; composing and editing correspondence, presentations, and documents; and

more.

(2) For the 35 person IT Department, this position is responsible for performing various administrative

and financial management functions, including coordination for: procurement, contract management,

administrative support to IT related committees and project teams; communication with vendors and

other external parties; invoice processing; general ledger transactions; and scheduling meetings


Specific Responsibilities:

• Manages the CIO’s calendar and responds to scheduling needs and requests from both internal

and external sources

• Schedules leadership, committee and team meetings

• Collects, develops, and organizes information

• Composes and edits correspondence, presentations, documents and more.

• Schedules and plans departmental meetings and events

• Communicates closely with vendors and other external parties; acts as department liaison and

primary point of contact for individuals outside of HKS

• Coordinates candidate interviews/external party visits and communication

• Maintains departmental record keeping and filing, including contracts and confidential

personnel and financial data

• Supports procurement and contracting processes for school-wide purchases of software,

hardware and leased computers. This includes working with the various departments regarding

the planning and budgeting of their leased personal computers.

• Supports, documents, and communicates on behalf of working groups and task forces

(Information Technology Advisory Group, IT Affinity Group, Risk Management Committee, etc.)

• Receives, routes, prepares, and monitors department’s financial transactions using Harvard’s

financial systems; prepares information for budget analysis

• Stocks/inventories departmental supplies, routes mail, maintains departmental technologies

(copier, fax, printer)


Basic (Required minimum) Qualifications:

• Minimum of 3 years executive or office administrative experience


Additional Qualifications:

• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook

• Experience in a high profile environment providing complex administrative support

• Excellent oral and written communication skills

• Ability to prioritize and manage multiple and ongoing demands

• Excellent attention to detail

• Ability to effectively work and communicate with a variety of personalities, skills, and levels

• Results oriented

• Ability to demonstrate personal initiative and creative problem solving

• 5 plus years of experience preferred

• Experience with financial management and accounting

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