Senior Executive Assistant at Harvard University — Boston, MA

Job Summary:

The overarching mission of the Harvard T.H. Chan School of Public Health is to advance the public’s health through learning, discovery, and communication. To pursue this mission, the School produces knowledge through research, reproduces knowledge through higher education, and translates knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations. In pursuit of these bold goals, the Dean’s Office (“DO”) works to support, strengthen, and champion the efforts of the School’s faculty, students, and staff.

Job-Specific Responsibilities:

This is a unique and rare opportunity to join a dedicated administrative team supporting the School's Dean of the Faculty. The Senior Executive Assistant will have a key role in establishing new workflows for supporting the priorities of the dean and the DO, and contributing to the mission of improving the lives and health of people everywhere.

Being the direct support and serving as the main point of contact for the Dean of the Faculty and reporting to the deputy chief of staff, the successful candidate will be a collaborative, self-directed individual who demonstrates a solutions-oriented approach, anticipating and resolving problems with the utmost discretion and professionalism to ensure the dean's day-to-day affairs are conducted smoothly. Acting as the first point of contact for access to the Dean, the Senior Executive Assistant must have impeccable diplomacy and strong interpersonal and hospitality skills to manage demanding priorities from varying constituencies, both internal and external. They must also have an ongoing attention to minute detail and high-level oversight of shifting priorities in order to effectively manage the dean's time and resources. This position performs a wide range of complex administrative tasks in a high-profile environment and must exercise a high-level of discretion, judgement, and confidentiality.

The successful candidate will bring a positive, problem-solving mindset to the position. The Senior Executive Assistant is part of the administrative team in the DO, who collectively support each other and actively work toward cultivating a culture of inclusion and belonging.

Duties and responsibilities include, but are not limited to, the following

• Administrative point of contact/access to the Dean: manages calls and emails (reviews, assesses, responds/reroutes, monitors follow up items to completion); tactfully negotiates requests for the Dean’s presence in meetings and at events; welcomes and assists expected guests and unexpected visitors and creates a welcoming environment for all constituents; develops and maintains a general knowledge of the School
• Schedule management: proactively handles the day-to-day activities of the dean and highly complex management of the Dean's calendar (including maintaining and analyzing metrics/data on how dean uses their time); anticipates the Dean's needs and the impact of competing priorities on the calendar, identifying and resolving conflicts before they arise; delegates scheduling and briefing materials tasks to the office coordinator; resolves scheduling conflicts and regularly communicating updates to relevant stakeholders; oversees agenda-setting including gathering briefing materials, bios, and other prep materials
• Travel management: arranges complex and detailed travel plans, itineraries, and agendas, ensuring the Dean has all necessary information ahead of off-site meetings and trips, including flights, hotels, ground transportation, visas, and other logistical planning; ensures compliance with University travel policies and protocols and completes required University processes and documentation related to travel
• Drafts, edits, and proofs brief correspondence and helps maintain archival records
• Works with the office coordinator to provide background for reconciling the dean’s expenses and reimbursements and the Dean’s corporate card
• Anticipates the needs of the Dean and acts proactively, strategically, and in symmetry with the DO staff
• Works with the Deputy Chief of Staff to organize and implement administrative systems and procedures to promote efficiency gains; maximizes the use of available technology and applications
• This position's responsibilities also include varied projects and tasks arising out of shifting demands that cannot always be foreseen. As such, they will perform other duties as required.

PLEASE NOTE: This is a full-time, benefits-eligible position with a 40-hour work week. The hybrid schedule will be as determined by the dean’s schedule. Occasional work outside of regular business hours may be required to support the Dean's schedule, travel, and special events.

PLEASE NOTE: Please submit both a resume and cover letter when applying. Applications received without a cover letter will not be considered.

Basic Qualifications:

• Bachelor's Degree or equivalent experience is required
• 5+ years of experience working with and supporting senior/executive level leaders or related experience required; a combination of education and experience may be considered
• Experience with calendar management of senior/executive leaders is required

Additional Qualifications and Skills:

• Experience with an academic environment
• A desire to bring order, initiative, and collaboration are essential
• Advanced fluency with Microsoft Office Suite of programs inclusive of Outlook and collaboration programs (e.g., Zoom, Teams, SharePoint, OneNote)
• Demonstrated ability to learn and navigate complex organizational systems, policies, and procedures
• Proven task management and organizational skills
• Aptitude for learning new systems quickly
• Excellent written, verbal and interpersonal communication skills
• Aptitude for preemptive, creative problem solving
• Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information
• Proven ability to provide responsive, professional support with an adaptable mindset
• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

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Work Format Details

Salary Grade and Ranges

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