Executive Assistant and Project Coordinator

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68227BRAuto req ID:68227BRJob Code:403040 Coordinator II Department Office Location:USA - MA - Cambridge Business Title:Executive Assistant and Project CoordinatorSub-Unit:Office of the President and Provost Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :055Time Status:Full-time Union:99 - Non-Union, Confidential Non-Ex Basic Qualifications:

Candidates MUST meet the following basic qualifications in order to be considered for this role:

• A minimum of three years of progressive administrative and/or project coordination experience.
• Computer skills, including Microsoft Office suite of programs (Word, Excel, SharePoint, OneDrive, and Outlook), and Google suite of programs (Google Docs, Google Spreadsheets, and Google Calendar) required
• Education beyond high school may be applied toward years of experience.
  
  

Additional Qualifications And Skills

• Bachelor's Degree strongly preferred
• Experience with academic environments is preferred.
• Demonstrated experience handling complex scheduling and prioritizing/executing multiple tasks while meeting deadlines
• Ability to prioritize and execute multiple tasks and meet deadlines with minimal supervision
• Excellent interpersonal skills and ability to communicate professionally with a diverse constituency, including senior administrators, faculty, and students
• Excellent organizational and creative problem-solving skills
• Proven ability to work collaboratively and be an effective team player
• Experience or interest in climate and sustainability work preferred
• Proven ability to establish professional relationships with colleagues across all levels of seniority with poise and tact, all while maintaining the confidentiality of sensitive information.
  
  

Additional Information

This position is based on a 40-hour workweek. Office hours are 8:00 a.m. – 5:00 p.m., with an unpaid hour off for lunch.

This position has a 3-month orientation and review period.

Harvard University does not provide visa sponsorship.

This is a benefits-eligible, one-year term position

Department:OPPPre-Employment Screening:Identity Schedule:Full time. Monday through Friday, 40 hours per week. Job Function:General Administration Position Description:

Duties & Responsibilities

The Executive Assistant and Project Coordinator reports jointly to the Associate Provost for Student Affairs and the Associate Provost for Institutional Research.

This is a benefits-eligible, one-year term position

The Executive Assistant Will Provide High-level Administrative Support To The Associate Provosts And Their Teams, Ensuring Smooth Daily Operations Of The Team/office, Including

• Managing complex calendars, planning, scheduling, and organizing meetings
• Preparing materials for meetings, including agendas and briefings by compiling relevant information and data
• Providing timely follow-up as needed, including tracking items and ensuring their completion
• Making travel arrangements, including scheduling and booking
• Composing and distributing meeting minutes
• Coordinating/planning events/meetings
• Processing invoices and expense reports
• Maintaining and organizing files and materials for various projects and committees
• Maintaining supplies and equipment for the Associate Provosts and relevant staff
• Monitoring and managing student funding grant selection process and budgets
• Gathering and maintaining data for and assisting in preparing reports
• Maintaining web page with news and information
• Performing other duties as needed or required
  
  

The Executive Assistant May Also Participate In a Wide Range Of Projects Identified As Priorities By The Associate Provosts, Including, But Not Limited To

• Coordinating and staffing University-wide committees
• Managing special projects assigned by the Associate Provosts
• Drafting and sending correspondence on behalf of the Associate Provosts
• Conducting high-level research and preparing memos, presentations, and reports
  
  

School/Unit:University Administration EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Commitment to Equity, Inclusion, and Belonging:Harvard University views equity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify this excellence while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.Benefits:We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/benefits-wellbeing) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
  
  

Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only): Format Details:This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.