Senior Executive Assistant to the Provost

Harvard Central Administration (CADM) Talent Acquisition; Cambridge (MA); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Generous paid time off

Medical, dental, and vision health ins

Retirement plans with university con

Wellbeing and mental health resources

Support for families and caregivers

Professional development opportunities

Commuter benefits

Job summary

Harvard University Central Administration (CADM) Talent Acquisition is seeking an experienced executive assistant to support the Provost. You will manage complex calendars, travel, budgeting, and events while liaising with deans, faculty, and staff across the university.

Requires seven years of senior-executive support experience and advanced Microsoft Office skills. The role offers a 35-hour week with some hybrid/work-location flexibility and comprehensive benefits.

Qualifications

• Seven (7) years of experience supporting senior leaders.
• Advanced proficiency with Microsoft Outlook, Word, and Excel.

Responsibilities

• Provide high-level support and perform complex administrative duties with the highest degree of judgment, confidentiality, and timeliness.
• Develop and maintain systems and processes for managing the Provost’s administrative needs.
• Exercise significant independent judgment in managing the Provost’s complex calendar including reviewing and researching requests for the Provost’s time and recommending alternatives as needed.
• Respond quickly and efficiently to scheduling requests and changes. Work collaboratively with colleagues across the University and outside the University to identify and resolve conflicts.
• Manage domestic and international travel arrangements for the Provost working with University Development and other partners.
• Manage all business expenses and reimbursements for the Provost.
• Manage and oversee logistics for small- and large-scale special events and assigned special projects for the Provost.
• Manage contacts and liaise with a broad range of internal and external constituents (e.g., deans, senior administrators, faculty, students, staff, alumni, external partners, etc.)
• Maintain a high level of professionalism and discretion in all institutional interaction while adjusting to changing priorities.
• Provide in-person support for the Provost, including greeting the Provost’s visitors and guests, producing meeting materials, and preparing conference rooms for meetings including ordering and coordinating catering.
• Provide back-up calendar support for the Deputy Provosts
• Perform other duties as assigned to ensure the smooth operation and responsiveness of the Provost’s Office.

Skills

Executive support

Calendar management

Travel arrangements

Education

Bachelor's degree

Tools

Microsoft Office

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 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.

Job Description

Job-Specific Responsibilities

• Provide high-level support and perform complex administrative duties with the highest degree of judgment, confidentiality, and timeliness.
• Develop and maintain systems and processes for managing the Provost’s administrative needs.
• Exercise significant independent judgment in managing the Provost’s complex calendar including reviewing and researching requests for the Provost’s time and recommending alternatives as needed. Respond quickly and efficiently to scheduling requests and changes. Work collaboratively with colleagues across the University and outside the University to identify and resolve conflicts.
• Manage domestic and international travel arrangements for the Provost working with
• University Development and other partners.
• Manage all business expenses and reimbursements for the Provost.
• Manage and oversee logistics for small- and large-scale special events and assigned special projects for the Provost.
• Manage contacts and liaise with a broad range of internal and external constituents (e.g., deans, senior administrators, faculty, students, staff, alumni, external partners, etc.)
• Maintain a high level of professionalism and discretion in all institutional interaction while adjusting to changing priorities.
• Provide in-person support for the Provost, including greeting the Provost’s visitors and guests, producing meeting materials, and preparing conference rooms for meetings including ordering and coordinating catering.
• Provide back-up calendar support for the Deputy Provosts
• Perform other duties as assigned to ensure the smooth operation and responsiveness of the Provost’s Office.

Qualifications

• Seven (7) years of experience working with and supporting senior/executive leaders.
• Advanced proficiency with Microsoft Outlook, Word, and Excel.

Additional Qualifications and Skills

Bachelor’s degree preferred. Experience with Harvard strongly preferred. Familiarity with an academic environment preferred. Excellent written, verbal, and interpersonal communication skills. High level of discretion, confidentiality, organization, and attention to detail. Ability to multitask, prioritize, be flexible, and work in a fast-paced environment with tight deadlines. Ability to interact with colleagues throughout the University, including senior leadership, and beyond. Dedicated team player with strong customer service orientation. Comfortable working in a fast-paced work environment where demands may need to be reprioritized frequently. Creative approach to problem-solving.

Additional Information

• 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:
  • Hours are generally 9:00 a.m. – 5:00 p.m., Monday – Friday. The fast-paced nature of this position requires an individual who is responsive for the duration of the day and can occasionally work early or late. Extended hours will be required in this role.
  • 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 057. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

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

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.