Executive Assistant/Project Coordinator

Harvard University; Massachusetts; On-site; USD 75,000 - 115,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, vision insurance

Retirement plans with university

Tuition assistance

Job summary

Harvard University is seeking an Executive Assistant/Project Coordinator to support the Executive Director and Associate Vice Provost for Academic‑Corporate Initiatives. You will manage calendars, travel, meeting materials, and coordinate a wide range of projects within university-wide academic‑corporate partnerships.

The role requires strong writing, communication, and coordination skills, with experience supporting executives and collaborating across Harvard staff.

Qualifications

• Minimum 5 years’ related experience in an administrative/coordination role.
• Strong writing and verbal communication skills with attention to detail.
• Proficiency in creating graphical materials using PowerPoint or similar tools.

Responsibilities

• Provide executive and project coordination for the Executive Director and AVP.
• Coordinate calendars, scheduling, travel, and meeting materials.
• Staff university-wide committees and events related to academic‑corporate initiatives.
• Maintain CRM data and coordinate IT/space needs for events.
• Support multiple priorities and collaborate with Harvard staff.

Skills

Writing skills

Verbal communication

PowerPoint

Graphic tools

Coordination

Initiative

Experience 5 years

Education

College degree

Tools

CRM tools

PowerPoint

Job 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 University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high‑quality and efficient services to the schools to help them achieve their goals.

About The Office of the Vice Provost for Research

The Office of the Vice Provost for Research reviews, develops, and implements Harvard’s research‑related policies, as well as the organization and execution of academic research, especially in the sciences. With Harvard’s increasing pursuit of cross‑disciplinary ventures, the Vice Provost for Research (VPR) works closely with university and school leadership to identify and ease the practical impediments inherent to interdisciplinary research in a highly decentralized academic environment. Additionally, a critical mission of the Office is to develop best practices for education, training, and guidance to promote the responsible conduct of research and to ensure compliance in all areas of research administration.

The Office, with the concurrence of the Provost, convenes as appropriate university‑wide committees that bring together key faculty and administrators from across Harvard to address matters relating to research and research training policies and practices. These committees, with full cognizance of applicable federal and state law, regulation, and guidance, review existing institutional policies and implementation practices that bear on the oversight and conduct of research, and consider ways to enhance, harmonize, supplement or supplant them. The VPR works closely with faculty and administrative colleagues in government affairs, sponsored research, technology licensing, university development, and other domains to cultivate and sustain sound and appropriate relations with industry and with private and government agencies involved with academic research.

The Office also assists faculty in securing the necessary support for their important scholarly work – be it through one of the five internal funding opportunities it oversees; coordinating, in conjunction with the schools, the university’s competitive process for federal and foundation funding; or establishing university guidance around corporate giving.

Executive Assistant / Project Coordinator (EA/PC) Responsibilities

Reporting to the Executive Director and Associate Vice Provost for Academic‑Corporate Initiatives (ED), the EA/PC will provide administrative and project coordination for the ED and ensure smooth operations of emerging priorities in University‑wide academic‑corporate partnerships. The EA/PC position involves significant interaction with executive leadership of external institutions such as corporations. The Executive Assistant/ Project Coordinator will also provide calendaring and administrative support for the ED and will coordinate a wide range of projects identified as priorities within the broader corporate engagement portfolio.

Corporate engagement

• Preparing materials for the ED’s public speaking engagements, University‑wide meetings, including agendas and briefings by compiling relevant information and data related to strategic performance metrics for academic‑corporate initiatives.
• Coordinating and communicating with external parties, including senior executives in corporations, financial investors, government officials, alumni, and donors.
• Coordinating and staffing University‑wide committees, meetings, and events.
• Providing timely follow‑up as needed, including tracking items and ensuring their completion.
• Maintaining and updating information in a customer relationship management tools to track and foster productive academic‑corporate collaborations.
• Coordinating IT/space needs for events, presentations, small conferences, and meetings.
• Managing complex calendars, planning, scheduling, and organizing meetings.
• Maintaining and organizing electronic files and materials for various projects and committees.
• Perform other duties as needed or required.

General administrative support

• Providing executive support for the ED, as well as related administrative support, including managing calendars, planning, scheduling, and preparing materials for meetings; scheduling and booking Harvard‑related travel; composing and distributing committee meeting minutes; coordinating/planning office events/meetings; maintaining office supplies; coordinating IT/space needs; and processing invoices and expense reports.

Basic qualifications

• Minimum 5 years’ related experience.

Additional qualifications and skills

• College degree preferred.
• Excellent writing skills and polished verbal communication (interviewees may be asked to provide examples of previous work products).
• Excellent skills in creating graphical materials using PowerPoint and/or other graphics tools.
• Ability to support projects with a high degree of coordination and collaboration with other Harvard staff members.
• Ability to take initiative and be proactive in anticipating the work needs of the ED.

Standard hours/schedule

35 hours per week.

Visa sponsorship

Harvard University is unable to provide visa sponsorship for this position.

Pre‑employment screening

Harvard University requires pre‑employment reference and background screenings: Identity.

Other information

• This position will have a 3‑month orientation and review period.

Work format details

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 055. Please visit Harvard’s Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work‑life balance and your physical, mental and financial wellbeing. 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.
• Well‑being 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 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.