Executive Assistant/Project Coordinator

Harvard University • Cambridge, MA

8d • Hybrid

About The Position

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?
Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Requirements

• A minimum of five years of progressive administrative and/or project coordination experience
• Proficiency with Microsoft Office (Word, Excel, SharePoint, OneDrive, Outlook) and Google Workspace (Docs, Sheets)
• Education beyond high school may count toward the required years of experience

Nice To Haves

• Bachelor’s degree strongly preferred
• Familiarity with WordPress a plus
• Experience within an academic, research, or compliance-focused environment is preferred
• Demonstrated experience managing complex scheduling needs and balancing multiple priorities under deadlines
• Ability to work independently with minimal supervision while managing multiple tasks simultaneously
• Excellent interpersonal skills and the ability to interact professionally with senior administrators, faculty, students, and other stakeholders
• Strong organizational, analytical, and creative problem-solving abilities
• Demonstrated capacity to work collaboratively and contribute to a cohesive team environment
• Proven ability to cultivate and maintain professional relationships with individuals at all levels, exercising discretion, sound judgment, and strict confidentiality

Responsibilities

• Managing complex calendars and overseeing the planning, scheduling, and coordination of meetings
• Preparing meeting materials, including agendas and briefing documents, by researching, compiling, and synthesizing relevant information
• Providing timely follow-up on action items and monitoring the completion of outstanding tasks
• Coordinating and arranging domestic and international travel
• Composing, editing, and disseminating meeting minutes and related documentation
• Organizing and coordinating events, meetings, and special engagements
• Processing invoices, reimbursements, and expense reports in accordance with University policies
• Maintaining and organizing files, records, and materials associated with various projects and committees
• Performing additional duties as required
• Coordinating and staffing designated University-wide committees and initiatives related to research compliance, such as the Research Security Oversight Council.
• Tracking action items and coordinating key components of special projects to ensure timely progress
• Coordinating communication among project stakeholders to promote consistent information flow and cross-departmental alignment
• Organizing and facilitating project check-ins; preparing summaries; and ensuring appropriate follow-up on decisions and assigned responsibilities
• Maintaining project archives, records, and version control for documents, reports, and deliverables
• Drafting and preparing formal correspondence on behalf of the UCCO
• Conducting high-level research and preparing memos, presentations, and reports for senior leadership
• Responsible for the day-to-day management, maintenance, and ongoing improvement of the OVPR website, ensuring that the site is accurate, accessible, user-friendly, and aligned with Harvard’s brand and digital standards.
• Lead occasional design and redevelopment projects, in consultation with others, to support new initiatives, programs, and strategic priorities of the OVPR.
• Responsible for technical aspects of the trainings provided by OVPR on Harvard Training Portal.
• Act as the designated backup to the Executive Assistant to the Senior Vice Provost for Research for any extended periods of time (and vice versa).

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: Entry Level
• Education Level: High school or GED