Executive Assistant and Administrative Coordinator

Harvard University • Cambridge, MA

47d • Hybrid

About The Position

The Harvard Global Health Institute (HGHI) is an interfaculty initiative that facilitates collaboration across the Harvard community and partners worldwide to advance global health equity. We tackle the greatest health challenges of our time through innovative transdisciplinary research, education, and partnerships that build knowledge and catalyze positive change in global health. Our team works across Harvard’s schools and international stakeholders to drive impact in global health. Reporting to HGHI’s Executive Director, this role provides essential executive support to the Faculty Director and administrative coordination across the institute. This position will also support the Faculty Director’s appointment at Harvard Medical School. You’ll manage high-stakes logistics, maintain critical relationships within HGHI, across Harvard and externally, and ensure seamless execution of the institute’s mission-critical activities. This position requires exceptional judgement, diplomacy and the ability to anticipate needs in a fast-paced, complex environment.

Requirements

• Minimum five years of related experience. Education beyond high school may count toward experience.

Nice To Haves

• Experience in global health preferred.
• Bachelor’s degree is strongly preferred.
• Strong organizational skills.
• Proven ability to manage competing priorities, complex schedules and high-volume workload.
• Exceptional written and verbal communication; ability to draft professional correspondence independently.
• Demonstrated ability to handle confidential information with tact and make sound decisions.
• Self-directed with strong ability to anticipate needs and resolve issues independently.
• Proven success working with diverse stakeholders including faculty, administrators, donors and international partners.

Responsibilities

• Maintain a highly proficient and professional image of the Harvard Global Health Institute and the Faculty Director by collaborating with the team to achieve the institute’s goals and forge strong employee relationships, interdepartmental relations, key stakeholder relationships, and public relations.
• Manage complex calendar across multiple time zones, ensuring the faculty director is prepared, has needed materials, is on time, and in the right location for a complex series of meetings, events, and conferences both at HGHI, across Boston and during international travel.
• Coordinate high-level meetings involving multiple stakeholders within HGHI, across Harvard, external organization and international partners.
• Prepare briefing materials: synthesize reports, draft agendas, correspondence and letters of recommendation.
• Track deliverables and deadlines for grants, reports and publications; proactively manage timelines to ensure smooth completion.
• Arrange comprehensive travel logistics (flights, accommodation, ground transportation, conference registration). Process reimbursements (prepare and submit travel reimbursements for approval; submit corporate card and purchasing card receipts and documents for approval).
• Support Executive Director and senior staff on projects requiring logistics coordination, meeting preparation and event execution.
• Coordinate AV needs, catering (with attention to dietary requirements), room setup and materials preparation for meetings and events. Print and copy meeting materials as requested. Take and distribute notes, as necessary.
• Serve as primary contact for HGHI phone line, greet visitors, manage badges and parking.
• Act as triage point for administrative issues and liaison between the institute and broader Harvard community.
• Coordinate external visits, including scheduling, developing itinerary and meeting logistics.
• Maintain organized, confidential filing system for correspondence, records and administrative materials.
• Collaborate with leadership to evaluate and implement administrative systems and procedures that optimize workflow.
• Exercise sound judgement on routine administrative decisions; escalate complex issues appropriately.
• Manage multiple concurrent projects with competing deadlines.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED