Senior Executive Assistant

Harvard University; Cambridge (MA); On-site; USD 90,000 - 140,000; Full time

Benefits offered by this job

Generous paid time off

Health insurance from day one

Retirement plans

Wellbeing resources

Tuition assistance

Commuter benefits

Job summary

Harvard University’s Belfer Center is seeking a Senior Executive Assistant to provide high‑level administrative and logistical support to the Director. The role requires anticipatory support, strong judgment, and comfort with AI tools to increase office efficiency.

In-person on‑campus work four days a week in Cambridge, MA, is required. The ideal candidate will bring five+ years of related experience, a Bachelor’s degree, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Bachelor’s degree required.
• At least five years of related professional experience.
• Resume and a cover letter must be included with application.

Responsibilities

• Serve as primary liaison between the Director and internal/external stakeholders.
• Manage the Director’s calendar, meetings, and travel arrangements.
• Prepare briefing materials and compile research for review.
• Collaborate with the Faculty Assistant and team on onboarding and course support.
• Support course logistics, materials, and Canvas pages as needed.
• Handle financial matters including vendor invoices and reimbursements.
• Greet VIPs and visitors with professionalism and discretion.

Skills

Executive support

Calendar management

Travel coordination

Communication

Tech-savvy with AI tools

Education

Bachelor's degree

Tools

Microsoft Office

SharePoint

Google Workspace

Zoom

Salesforce

WordPress

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 the Harvard Kennedy School?

The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. The school’s mission is to improve public policy and leadership so people can live in societies that are safe, free, just, and sustainably prosperous. By combining cutting‑edge research, outstanding teaching, and direct interaction with practitioners, we impact the solving of public problems that no other institution can match.

Job Description

The Belfer Center for Science and International Affairs is the hub of Harvard Kennedy School’s research, teaching, and training in international security and diplomacy, environmental and resource issues, and science and technology policy. The Center has a dual mission: (1) to provide leadership in advancing policy‑relevant knowledge about the most important challenges of international security and other critical issues where science, technology, environmental policy, and international affairs intersect; and (2) to prepare future generations of leaders for these arenas.

Reporting to Meghan O’Sullivan, Director of the Belfer Center for Science and International Affairs, the Senior Executive Assistant provides high‑level administrative and logistical support to the Director. With minimal supervision, the Senior Executive Assistant uses sound judgment, discretion, and strong organizational skills to manage the Director’s time and priorities in a fast‑paced, constantly evolving environment.

The ideal candidate is a career executive assistant who excels at anticipatory support – proactively identifying the Director’s needs, surfacing issues early, and taking initiative to manage them through to resolution. They will be comfortable adapting to shifting priorities, managing multiple complex tasks simultaneously, and maintaining composure under pressure. The candidate should also bring experience using new technologies, including AI models, to increase office efficiency and streamline daily processes. The position requires in‑person on‑campus work for a minimum of four days per week.

Job‑Specific Responsibilities

Director’s Calendar, Scheduling, and Engagements

• Serve as primary liaison between the Director and parties requesting her engagement, including internal and external stakeholders who are inviting or hosting the Director.
• Manage the Director’s calendar, meeting requests, and daily logistical needs.
• Coordinate and manage domestic and international travel arrangements, including complex itineraries and visa processes.
• Align commitments with the Director’s evolving priorities and objectives, proactively recommending trade‑offs and adjustments when necessary.
• Prepare biographical and other basic materials to inform the Director’s meetings and engagements.
• Liaise with the Director’s team to organize and compile research, background information, and materials for review on a regular schedule, ensuring the Director is well‑prepared and can efficiently complete Center business.

Communications, Follow‑Through, and Stakeholder Relations

• Monitor the Director’s correspondence, prioritize items for her attention, and ensure timely responses and follow‑through.
• Track the status of short‑ and longer‑term items requiring the Director’s attention or initiated by her, ensuring timely completion and appropriate follow‑up.
• Facilitate communication between the Director and Belfer Center staff, including research assistants, course assistants, and research project staff, ensuring clarity, timeliness, and alignment.
• Communicate professionally with internal and external stakeholders on behalf of the Director, including drafting and sending correspondence as directed.
• Greet and welcome VIPs, faculty, invited guests, colleagues, students, and donors with poise, tact, self‑confidence, and discretion; assist other visitors as a primary face of the Belfer Center.

Operations, Administration, and Course & Financial Support

• Print, organize, and provide briefing documents, correspondence, logistical information, items for review, and other material to the Director on a daily, weekly, and ad‑hoc basis.
• Manage online and physical records related to the Director’s work, maintain office inventory, support tracking and compilation of the Director’s activities (including publications, travel, and meetings), and assist in maintaining webpages and other elements of the Director’s public profile.
• Collaborate with the Director’s Faculty Assistant and other team members to prepare hiring paperwork and support onboarding processes for student research assistants and other personnel, including drafting offer letters, processing nomination forms, adding individuals to Harvard systems, obtaining necessary administrative approvals, and tracking status.
• Support delivery of the Director’s courses, including coordinating slides, readings, and other class content; assisting with logistical arrangements for speakers or guests; obtaining and organizing research resources; managing office hours and other student engagements; and maintaining Canvas pages.
• Process and assist with financial matters, including corporate card payments, vendor invoices, individual reimbursements, and other accounts payable.

Working Conditions

• This position requires the ability to work flexible hours, including some evenings, as requested by the Director, particularly to support travel and event participation.
• The position is a 40‑hour work week.
• The role is based in Cambridge, MA, with an expectation of on‑site work at the Belfer Center. The position requires four days of campus presence per week.

Basic Qualifications

• Bachelor’s degree required.
• At least five years of related professional experience.
• Application must include both a resume and a cover letter.

Additional Qualifications and Skills

• Seven or more years of related professional experience preferred.
• Bachelor’s degree in public policy, international relations, government, politics, or a related field preferred.
• Exceptional organizational skills, attention to detail, and demonstrated ability to manage multiple tasks and projects simultaneously and follow through to completion.
• Demonstrated maturity, judgment, and discretion in handling confidential and sensitive information.
• Positive, professional, and engaging demeanor; ability to work effectively with a wide range of stakeholders, including faculty, staff, students, donors, and VIP guests.
• Strong collaboration skills and ability to build productive relationships across all levels of a diverse organization as a team member.
• High level of comfort with technology and interest in experimenting with and incorporating new tools.
• Proficiency with Microsoft Office, SharePoint, Google Workspace, Zoom, and cloud‑based file‑sharing platforms. Active use and experimentation with AI models to facilitate workloads and increase efficiency. Familiarity with CRM systems such as Salesforce and web platforms such as WordPress is a plus.

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 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.

Harvard’s equal employment opportunity policy 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. These policies help all community members participate fully in work and campus life free from harassment and discrimination.