Executive Assistant

Harvard University; Cambridge (MA); On-site; USD 65,000 - 88,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Retirement plans

Wellbeing resources

Family support

Tuition assistance

Commuter benefits

Job summary

Harvard Law School in Cambridge, MA, invites applications for an Executive Assistant in the Faculty Support Services Department. You will work directly with faculty, managing complex calendars, travel logistics, and preparation of teaching materials and exams.

Responsibilities include liaison with students and staff, editing documents, handling financial transactions via Concur/B2P, and providing broad administrative support to maintain smooth operations of busy faculty members.

Qualifications

• 5 or more years of administrative support or related experience in a business or customer service environment.
• Education beyond high school may count toward some, though not all, experience.
• Experience with scheduling and calendar management and making complex judgments in a support role.
• A passion for organization and superior attention to detail.
• A proactive approach to work with an ability to quickly pivot given shifting priorities and deadlines.
• Facility with Mac OS, Microsoft Word (ToC, headings, formatting, footnotes, tables), Google suite, iWork suite, Lexis/Westlaw, and basic HTML/web editing tools.
• Strong customer service‑orientation and communication skills for interfacing with internal and external constituencies.

Responsibilities

• Perform a wide range of administrative duties for a highly active faculty member, supporting teaching, travel, research, and external activities.
• Serve as a key contact for a high volume of inquiries from the press, students, colleagues, and other constituents, independently prioritizing and troubleshooting issues and tracking follow‑up.
• Manage a complex calendar, triaging many invitations and obligations; arrange domestic and international travel logistics and organize materials for commitments.
• Provide comprehensive support for classes, including updating the course website, editing cases and course materials, obtaining copyright permission, and preparing teaching materials such as seating charts; arrange office hours and ITS support for courses, and prepare exams and grades.
• Proofread, format, and edit documents and recommendation letters; conduct ad‑hoc internet and library research; organize and maintain complex electronic files.
• Use Concur and B2P financial platforms to process payments, invoices, reimbursements, and other financial transactions related to outside activities and speaking engagements.
• Perform general office duties including photocopying, filing, ordering office supplies, placing catering orders, and reserving space for meetings and events.

Skills

Scheduling

Organization

Communication

Customer service

Proactive work approach

Tools

Mac OS

Microsoft Word

Google Suite

iWork

Lexis/Westlaw

HTML/web editing

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.

Why join Harvard Law School?

Join a community that combines excellence in legal education and scholarship with a deep commitment to justice. Here at Harvard Law School (HLS), you’ll find an environment that values who you are and encourages you to grow, inspire others, and make a meaningful impact. Wherever you are in your career journey, HLS is a place where you can thrive, contribute, and be part of something bigger.

Job Description

Harvard Law School’s Faculty Support Services Department (FSS) provides high‑quality assistance to approximately 200 faculty members and instructors, enabling them to teach, research, and advance scholarship. The Executive Assistant (EA) will work directly with faculty, acting as a liaison between students, other instructors, and various Law School and University administrative departments.

As the Executive Assistant you will:

• Perform a wide range of administrative duties for a highly active faculty member, supporting teaching, travel, research, and external activities.
• Serve as a key contact for a high volume of inquiries from the press, students, colleagues, and other constituents, independently prioritizing and troubleshooting issues and tracking follow‑up.
• Manage a complex calendar, triaging many invitations and obligations; arrange domestic and international travel logistics and organize materials for commitments.
• Provide comprehensive support for classes, including updating the course website, editing cases and course materials, obtaining copyright permission, and preparing teaching materials such as seating charts; arrange office hours and ITS support for courses, and prepare exams and grades.
• Proofread, format, and edit documents and recommendation letters; conduct ad‑hoc internet and library research; organize and maintain complex electronic files.
• Use Concur and B2P financial platforms to process payments, invoices, reimbursements, and other financial transactions related to outside activities and speaking engagements.
• Perform general office duties including photocopying, filing, ordering office supplies, placing catering orders, and reserving space for meetings and events.

Qualifications

Basic Qualifications

5 or more years of administrative support or related experience in a business or customer service environment. Education beyond high school may count toward some, though not all, experience.

Additional Qualifications and Skills

• Experience with scheduling and calendar management and making complex judgments in a support role.
• A passion for organization and superior attention to detail.
• A proactive approach to work with an ability to quickly pivot given shifting priorities and deadlines.
• Facility with Mac OS, Microsoft Word (ToC, headings, formatting, footnotes, tables), Google suite, iWork suite, Lexis/Westlaw, and basic HTML/web editing tools.
• Strong customer service‑orientation and communication skills for interfacing with internal and external constituencies.

Additional Information

Standard Hours/Schedule: 35 hours per week; Full‑time, M‑F.

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.

Pre‑Employment Screening: Identity.

This position is flexible; the work schedule and location will be set by the department and may involve working at a non‑Harvard location in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process.

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

Harvard offers a comprehensive benefits package that supports a healthy work‑life balance and your physical, mental, and financial wellbeing. 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

Learn more about these and additional benefits on the 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.