Executive Assistant

Harvard Law School - Cambridge, MA

Full-time - Entry Level

Remote - Cambridge, MA

About the position

The Harvard T.H. Chan School of Public Health Office of Development and Alumni Relations (ODAR) is dedicated to securing the financial resources, time, and loyalty of alumni, friends, corporations, and foundations to support the school's mission of educating future global health leaders and generating impactful ideas that can transform lives worldwide. The Executive Assistant (EA) will serve as the primary administrative point of contact for the Vice Dean, providing high-level administrative support to ensure the smooth operation of the Vice Dean's day-to-day affairs. This role requires a collaborative and self-directed individual who can anticipate and resolve problems with discretion and professionalism. The EA will be responsible for building relationships and effectively communicating with various constituents across the Harvard community, balancing priorities and projects in an organized manner while handling confidential information with care. The EA's duties will include proactive management of the Vice Dean's calendar, ensuring that meetings and events are scheduled efficiently, and that all necessary materials are prepared in advance. The EA will also synthesize information from meetings to draft and upload contact reports to the donor database, maintain accurate data, and generate reports to support portfolio reviews. Establishing and maintaining key relationships within the school and across the University is crucial, as the EA will work closely with ODAR leadership to support the Vice Dean's priorities. Additionally, the EA will manage travel arrangements, prepare itineraries, and reconcile expenses to ensure timely payments. Project management responsibilities will also be part of the role, including coordinating projects, tracking deliverables, and staffing ODAR events as needed. The position is full-time, with a 40-hour work week, and is eligible for overtime and benefits.

Responsibilities

• Proactively manage the vice dean's calendar of meetings and events, ensuring timely preparation of materials and follow-up items.
• Synthesize information from meetings to draft and upload contact reports to the donor database, maintaining accurate data.
• Establish and maintain key peer relationships at the school and across the University to support the Vice Dean's priorities.
• Arrange travel for visits, events, and other trips, preparing itineraries and reconciling corporate card expenses.
• Coordinate projects in partnership with the Vice Dean and ODAR leadership, tracking deliverables and taking notes as needed.
• Represent the team at School-wide events and staff ODAR events as required.

Requirements

• 5+ years of related experience required; a combination of education and experience may be considered.
• Previous experience with executive calendar management required.
• Bachelor's degree or equivalent experience preferred.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Advance strongly preferred.
• Experience providing complex administrative support in a high-profile environment is preferred.
• Strong written, verbal, and interpersonal communication skills are essential.
• Task management, organizational, and creative problem-solving skills are necessary.
• Sound judgment, diplomacy, and professionalism in handling sensitive/confidential information.

Nice-to-haves

• Awareness of and aptitude to understand, respect, and adapt to cultural and identity-based differences.
• Knowledge of and commitment to social justice, diversity, equity, and inclusion issues.
• Skills related to creating and supporting an inclusive environment and effective intercultural engagement.

Benefits

• 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).
• Up to 12 weeks of paid leave for new parents who are primary caregivers.
• Comprehensive medical, dental, and vision benefits, disability and life insurance programs.
• University-funded retirement plan with contributions from 5% to 15% of eligible compensation.
• Tuition Assistance Program including $40 per class at the Harvard Extension School.
• Tuition Reimbursement Program providing 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses.
• Access to professional development programs and classes at little or no cost.
• Various commuter options including discounted parking and public transportation passes.