Executive Assistant

Harvard-University; Cambridge (MA); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Paid time off

Insurance (medical, dental, vision)

Retirement plans

Wellbeing resources

Family support

Tuition assistance

Commuter benefits

Job summary

Harvard University invites applications for an Executive Assistant in Harvard Law School's Faculty Support Services. You will support a highly active faculty member, manage calendars, organize travel, and prepare teaching materials and exams.

The role requires experience, meticulous organization, and proficiency with Mac OS, Word, Google Suite, Lexis/Westlaw, and basic HTML. This is a full-time, hybrid position with extensive benefits.

Qualifications

• 5+ years of administrative support or related experience in a business or customer service environment.
• Strong organizational skills and meticulous attention to detail.
• Ability to adapt quickly to shifting priorities and deadlines.
• Proficiency with Mac OS, Word, Google Suite, iWork, Lexis/Westlaw, and basic HTML.
• Excellent communication and customer-service orientation.

Responsibilities

• Provide executive-level administrative support for a faculty member.
• Serve as a key contact for inquiries from press, students, colleagues, and others.
• Manage a complex calendar and travel logistics, including domestic and international trips.
• Support classes with course materials, websites, permissions, exams, and grades.
• Proofread, format, and edit documents and letters; conduct research.
• Handle Concur and B2P payments and other financial transactions.
• Perform general office duties including ordering supplies and reserving spaces.

Skills

Calendar management

Administrative support

Attention to detail

Proactive

Communication skills

Customer service

Education

Bachelor's degree preferred

Tools

Mac OS

Microsoft Word

Google Suite

iWork

Lexis/Westlaw

HTML/web editing

Job description

• Salary Grade: 054
• Department: Faculty Support Services
• 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 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) is dedicated to providing approximately 200 faculty members and instructors with the high-quality assistance they need to successfully teach, conduct research, and advance scholarship. While each assistant works directly with members of the faculty—often acting as a liaison between students, other instructors, and various Law School and University administrative departments—our department comprises a collaborative and supportive team of assistants who are committed to collecting and sharing the most effective methods of administrative support.

Faculty Support Services seeks an Executive Assistant (EA) who can fulfill this dual role as an independent problem-solver and enthusiastic team member.

Responsibilities

• Perform a wide range of administrative duties for a highly active faculty member, supporting their 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/monitoring for follow-up.
• Manage a complex calendar, triaging a high volume of invitations and obligations. Manage 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 (Information Technology Services) 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 (Buy-to-Pay) 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

We are looking for people who have:

• 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

Other Information:

All offers are made by HLS Human Resources.

#LI-WK1

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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