Executive Assistant

Harvard Medical School; Boston (MA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Generous paid time off

Health insurance from day one

Retirement plans with university con­t

Tuition assistance

Commuter benefits

Job summary

Harvard Medical School is seeking an Executive Coordinator to provide high-level administrative support to the Chair's Office. You will manage day-to-day operations, research administration, and faculty affairs processes, while coordinating departmental programming and events.

The role requires strong organizational skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment.

Qualifications

• Three or more years of related experience.
• Education beyond high school may count towards experience.
• Excellent organizational and communication skills.

Responsibilities

• Provide high-level administrative support to the Chair's Office and manage complex scheduling.
• Coordinate grants-related activities and prepare communications for faculty and affiliates.
• Draft high-level department communications and manage departmental programming.
• Support faculty affairs including appointments, reappointments, and awards processes.
• Plan and coordinate departmental events, meetings, and visitor activities.
• Maintain calendars, room bookings, and AV setup for meetings and events.
• Provide flexible support to the Executive Director of Administration as priorities shift.

Skills

Administrative skills

Calendar management

Event coordination

AV setup

MS Office suite

Adobe Creative Suite

Strong written and verbal skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Adobe Photoshop/InDesign/Illustrator

Job description

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.

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 Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

Job Description

The Executive Coordinator provides high-level administrative support to the Chair's Office, ensuring smooth day-to-day departmental operations, research administration, faculty affairs processes, and departmental programming. This role requires strong organizational skills, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative Support to the Chair's Office

• Anticipate the needs of the Chair's Office and proactively identify creative solutions to ensure smooth, efficient day-to-day operations.
• Provide daily administrative support, including document preparation and complex scheduling and calendar management for meetings.

Support for the Chair's Research Enterprise

• Schedule group meetings and candidate interviews for trainees; coordinate with Grants Managers on the preparation and submission of grant applications.

Departmental Communications

• Draft high-level communications to faculty and affiliates, including weekly department announcements.

Faculty Affairs Coordination

• Coordinate the Chair's and Vice Chair's review of faculty appointments, reappointments, and awards.
• Track letters of support; liaise with the Office of Faculty Affairs; prepare and maintain appointment records to ensure compliance with university policies and requirements.

Department Programming and Events

• Take direct responsibility for departmental programming, including coordinating visitor activities, agendas, meetings, and gatherings.
• Manage conference room calendars and scheduling.

Research Administration Support

• Provide flexible support to the Executive Director of Administration as needed, with the ability to rapidly shift priorities in response to changing demands.

Qualifications

Basic Qualifications

• Three of more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills

• Strong organizational and administrative skills with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Proven ability to manage multiple priorities and adapt quickly to shifting demands.
• Experience coordinating meetings, events, and complex calendars.
• Proficiency in AV setup and troubleshooting for meetings and events.
• Strong software skills, including the Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and the Adobe suite (e.g., Photoshop, InDesign, Illustrator) for image processing and graphic design.

Additional Information

• Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types 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.

Benefits

• 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 caregiversProfessional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

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.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.