Executive Assistant

SmartRecruiters, Inc.; Boston (MA); Hybrid; USD 65,000 - 95,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, and vision insurance

Retirement plans

Tuition assistance

Job summary

Harvard University’s Department of Environmental Health seeks an experienced administrative professional to provide high-level support to the Chair and department. The role handles a fast-paced, high-volume office, coordinating calendars, travel, and special projects while ensuring policy and procedural compliance.

Responsibilities include drafting materials, managing communications, organizing files, and facilitating meetings.

Qualifications

• 5+ years of relevant experience in an administrative support role.
• Strong office administration and customer service skills.
• Solid knowledge of office processes and Microsoft Office Suite.
• Proven interpersonal skills in a high-profile environment.
• Ability to multitask and prioritize in a fast-paced setting.

Responsibilities

• Draft, edit, and process a wide variety of written materials for the Chair/Director of Administration.
• Support teaching and research activities, manage a complex calendar, and prepare meeting materials.
• Coordinate domestic and international travel and prepare itineraries.
• Manage reimbursements, corporate card expenditures, and purchasing.
• Assist in special projects and events and liaise with university constituents.

Job description

• Salary Grade: 054
• FLSA Status: Non-exempt

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard T.H. Chan School of Public Health?

The Harvard T.H. Chan School of Public Health is a world-renowned institution dedicated to advancing public health through cutting-edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission-driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work-life balance are valued.

The Department of Environmental Health is seeking an experienced administrative professional to provide high-level administrative and logistical support to the Department Chair and to the department at large in support of the active and complex operations of the Department of Environmental Health. Reporting to the department’s Director of Administration, this position serves as a principal point of contact for the Chair’s office. This is a fast-paced role in a high-volume office. The successful candidate will manage multiple competing demands at once, prioritize independently, think critically, and solve problems with limited direction. The department has approximately 350 affiliated members, including faculty, researchers, students, and staff.

Job-Specific Responsibilities:

Duties and responsibilities include, but are not limited to, the following:

• Draft, edit, and process a wide variety of written materials, including letters/correspondence, manuscripts, CVs, biosketches, bibliographies, communications, course materials, and PowerPoint presentations for the Chair or Director of Administration, as assigned, including copy for publication and for grant proposals and reports
• Support the chair’s teaching and research activities, manage a complex calendar, research and assemble briefing information for meetings, prepare meeting summaries and related materials, and facilitate teleconferencing as needed
• Triage requests and inquiries and respond to routine inquiries on the Chair’s behalf
• Develop and maintain methods for organization of information, including files, databases, and distribution lists; establish and document office procedures for the Chair’s office and interpret and communicate department and University policies and processes
• Create systematic processes for tracking correspondence and the status of requests and responses
• Coordinate domestic and international travel, including conducting necessary research, providing documentation, and creating detailed itineraries
• Manage local financial transactions, including the Chair’s reimbursements, corporate card expenditures, purchasing, etc.
• Assist in special projects and event planning, namely special seminars and colloquia series, and other department engagement events
• Partner with other core staff to coordinate administrative activities and promote efficient operations
• Working closely with the Director of Administration, support administrative processes relative to faculty reappointment and promotion reviews
• Serve as a principal administrative contact and liaison for the Chair’s office with University constituents and external contacts
• Coordinate logistics for faculty meetings and other department-wide efforts, including agendas, materials, and follow-up on action items
• Purchase and maintain inventory of office supplies; track and reconcile related expenditures
• May assist in training, scheduling, and distributing the work of temporary staff, casuals, or students
• Other duties as assigned

Qualifications

Basic Qualifications:

• 5+ years of relevant experience is required; a combination of education and experience may be considered.

Additional Qualifications and Skills:

• Bachelor's/College degree preferred, or an equivalent of education plus experience in an office environment
• Five plus years related experience with proven office administration and customer service skills.
• Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools.
• Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• Aptitude for working across teams and with a variety of projects and constituencies
• Strong attention to detail; Highly organized; Excellent interpersonal and communication skills; Previous experience in academia will be highly valued; Prioritizes and delivers quality results in a high-volume office
• Comfortable in a fast-paced environment with frequent interruptions and shifting priorities; can multitask, re-prioritize independently, think critically, and problem solve with limited direction
• Excellent computer skills, including knowledge of Microsoft Office Suite
• Takes initiative and accomplishes tasks with minimal supervision, creatively solve problems with excellent organizational skills and attention to detail
• Strong judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a varied and sometimes demanding office environment
• Excel at meeting deadlines and following through on projects. Ideal candidates will be high performing professionals with a can-do attitude and team spirit-they will be self-starters who enjoy providing administrative support
• Must be flexible, enthusiastic, open to and energized by change

Additional Information

• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

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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.

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

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