Executive Assistant (Social Science’s Dean’s Office)

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Parental leave

Medical insurance

Tuition assistance

Commuter benefits

Job summary

Harvard University, Faculty of Arts and Sciences in Cambridge, MA is seeking an Executive Assistant to support the Social Sciences Dean's Office with high-level administrative, scheduling, and communications duties.

The role handles front-office reception, calendar management, travel/logistics, expense reporting, website updates, and email routing. A minimum of 3 years' EA experience and outstanding communications are required; on-site 4 days/week.

Qualifications

• 3+ years of experience as an Executive Assistant or in administrative support.
• High level of independent judgment, discretion, professionalism, confidentiality.
• Excellent verbal and written communications skills.
• Ability to triage and prioritize high-volume, time-sensitive tasks.
• Proficiency with Outlook, Word, Excel, PowerPoint, and Office 365 tools.

Responsibilities

• Greet visitors and answer calls with professionalism.
• Manage complex Dean’s Office calendar and meetings.
• Coordinate events and travel logistics.
• Prepare expense reports and maintain mailing lists.
• Maintain website updates and draft routine templates.

Skills

Calendar management

Verbal communication

Written communication

Discretion & confidentiality

Problem solving

Education

Bachelor's degree preferred

Tools

Microsoft Office

Zoom

SharePoint

Teams

Job description

Company Description

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

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart ofHarvard University. It is the home of Harvard’s undergraduateprogram (Harvard College, founded in 1636) as well as all ofHarvard’s Ph.D. programs (the Harvard Kenneth C. Griffin GraduateSchool of Arts and Sciences, founded in 1872), Harvard Athleticsand the Division of Continuing Education. The 40 academicdepartments and 30+ centers of the FAS support a communityunparalleled in its academic excellence across the broadest rangeof liberal arts and sciences disciplines. Together, the FAS seeksto foster an environment of ambition, curiosity and sharedcommitment to knowledge and truth that elicits excellence from allmembers of our community and prepares the next generation ofleaders through a transformative educational experience.

Job Description

Job Summary:

The Executive assistant serves as the primary point of contact for the Social Science’s Dean’s Office and provides high-leveladministrative, scheduling, and communications support for theDean. The Executive Assistant reports to the Director of Strategyand Programs and may provide administrative support to otherswithin the Division of Social Sciences office as needed.

Job-Specific Responsibilities:

Front Office and Reception

• Act as the primary point of contact for the Social SciencesDean’s Office by greeting visitors and guests in a welcoming andprofessional manner, answering phones, and fielding generalinquiries.

Calendar and Meeting Management

• Manage complex calendar for the Social Sciences Dean, includingscheduling meetings, balancing priorities, anticipating needs, andproactively troubleshooting scheduling conflicts.
• Assist with agenda preparation for standing meetings and trackaction items to ensure timely follow up and resolution.

Events and Travel

• Coordinate logistical details for meetings and events
• Coordinate travel logistics for the Dean

Financial and Administrative Support

• Prepare expense reports on behalf of Social Sciences Dean
• Maintain up-to-date mailing and distribution lists, and assistwith the dissemination of information to internal and externalstakeholders.
• Maintain the electronic filing system for generaladministrative records and materials.
• Maintain office equipment and supplies, including sharedprinters, photocopiers, and reception area, to ensure smoothday-to-day office operations.

Communications and Digital Presence

• Maintain and update the Social Science Division website
• Review the Dean’s email inbox daily to remove junk mail, flagmessages requiring attention, and catch invitations, meetingdetails, and time-sensitive or urgent requests.
• Develop automated rules for routing incoming messages
• Draft templates to accurately address routine inquiries on theDean’s behalf.
• Other tasks and projects as assigned.

Working Conditions:

• This is a full-time position with the expectation to be on sitein Cambridge, MA at least 4 days per week. There may be theadditional expectation of in-person attendance for specificmeetings and events. Schedule details to be discussed during theinterview process.

Qualifications

Basic Qualifications:

• 3 or more years of experience as an Executive Assistant or in arole providing administrative support.

Additional Qualifications and Skills:

• High level of independent judgment, initiative, discretion,collegiality, professionalism, confidentiality, and attention todetail.
• Excellent verbal and written communications skills arerequired.
• Demonstrated ability to triage and prioritize a high volume oftime-sensitive tasks and communications.
• Fluency in Microsoft Office applications including Outlook,Word, Excel, and PowerPoint in a Mac OS environment as well asOffice 365 collaboration tools (Teams, SharePoint, OneDrive, etc.),Google Suite applications, and Zoom.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential ifapplicable):
• Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • This is a full-time position with the expectation to be on sitein Cambridge, MA at least 4 days per week. There may be theadditional expectation of in-person attendance for specificmeetings and events. Schedule details to be discussed during theinterview process.

Work Format Details

This position has been determined by school or unit leaders thatsome of the duties and responsibilities can be effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard orHarvard-designated location, employees in hybrid positions mustwork in a Harvard registered state in compliance with theUniversity’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 priorto employment.

Salary Grade and Ranges

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

Benefits

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

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

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

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 ensureeveryone at Harvard thrives. Our differences help our communityadvance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on thebasis of race, ethnicity, color, national origin, sex, sexualorientation, gender identity, veteran status, religion, disability,or any other characteristic protected by law or identified in theuniversity's non-discrimination policy. Harvard's equal employment opportunity policyand non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.