Senior Executive Assistant to the Provost

Harvarduniversity

Cambridge (MA)

Hybrid

USD 90,000 - 135,000

Full time

7 days ago

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Benefits offered by this job

Generous paid time off including Paren

Medical, dental, and vision insurance

Retirement plans with university input

Wellbeing and mental health resources

Support for families and caregivers

Professional development opportunities

Job summary

Harvard University in Cambridge, MA seeks a Senior Executive Assistant to the Provost to provide high-level administrative support to the Provost and the Office. Reporting to the Deputy Provost and Chief of Staff, you will manage complex calendars, travel, events, and confidential communications with discretion.

The role requires seven years of senior-executive support experience, advanced MS Office skills, and a bachelor’s degree. Experience at Harvard or in academia is strongly preferred.

Qualifications

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

Responsibilities

Provide high-level administrative duties with confidentiality and timeliness.
Develop and maintain systems for managing the Provost's needs.
Manage the Provost's complex calendar, research requests, and scheduling.
Oversee domestic/international travel arrangements and reimbursements.
Coordinate events and handle logistics for meetings and functions.
Liaise with deans, faculty, staff, and external partners as needed.

Skills

Calendar management

High-level admin support

Discretion & confidentiality

Communication skills

Time management

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Job-Specific Responsibilities

Reporting to the Deputy Provost and Chief of Staff, the Senior Executive Assistant to the Provost of Harvard University is a key member of the Provost's support team. In partnership with the Chief of Staff, the Senior Executive Assistant ensures that the Provost's administrative needs are met.

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.

Basic 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.

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

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: