Executive Assistant/ Project Coordinator at Harvard University — Cambridge, MA

Reporting to the Executive Director and Associate Vice Provost for Academic-Corporate Initiatives (ED), the Executive Assistant and Project Coordinator (EA/PC) will provide administrative and project coordination for the ED and ensure smooth operations of emerging priorities in University-wide academic-corporate partnerships. The EA/PC position involves significant interaction with executive leadership of external institutions such as corporations. The Executive Assistant/ Project Coordinator will also provide calendaring and administrative support for the ED and will coordinate in a wide range of projects identified as priorities within the broader corporate engagement portfolio.

Corporate engagement

• Preparing materials for the ED’s public speaking engagements, University-wide meetings, including agendas and briefings by compiling relevant information and data related to strategic performance metrics for academic-corporate initiatives.
• Coordinating and communicating with external parties, including senior executives in corporations, financial investors, government officials, alumni, and donors.
• Coordinating and staffing University-wide committees, meetings, and events.
• Providing timely follow-up as needed, including tracking items and ensuring their completion.
• Maintaining and updating information in a customer relationship management tools to track and foster productive academic-corporate collaborations.
• Coordinating IT/space needs for events, presentations, small conferences, and meetings.
• Managing complex calendars, planning, scheduling, and organizing meetings.
• Maintaining and organizing electronic files and materials for various projects and committees.
• Perform other duties as needed or required.

General administrative support

• Providing executive support for the ED, as well as related administrative support, including managing calendars, planning, scheduling, and preparing materials for meetings; scheduling and booking Harvard-related travel; composing and distributing committee meeting minutes; coordinating/planning office events/meetings; maintaining office supplies; coordinating IT/space needs; and processing invoices and expense reports.

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.

• Minimum 5 years’ related experience.

Additional Qualifications and Skills:

• College degree preferred
• Excellent writing skills and polished verbal communication (interviewees may be asked to provide examples of previous work products)
• Excellent skills in creating graphical materials using PowerPoint and/or other graphics tools
• Ability to support projects with a high degree of coordination and collaboration with other Harvard staff members
• Ability to take initiative and be proactive in anticipating the work needs of the ED
• 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:
• This position will have a 3-month orientation and review period.

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