Executive Assistant

Harvard University • Boston, MA

5d • Onsite

About The Position

The Executive Coordinator provides high-level administrative support to the Chair's Office, helping ensure smooth day-to-day departmental operations, research administration, faculty affairs processes, and departmental programming. The role calls for strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The position is fully on-site, with all duties performed at a Harvard or Harvard-designated location. The schedule is 35 hours per week, Monday through Friday, 9:00 a.m. to 5:00 p.m.

Requirements

• Three or more years of related experience; education beyond high school may count toward experience.
• Strong organizational and administrative skills with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and adapt quickly to shifting demands.
• Experience coordinating meetings, events, and complex calendars.
• Proficiency in audiovisual setup and troubleshooting for meetings and events.
• Strong software skills, including Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Adobe applications such as Photoshop, InDesign, and Illustrator for image processing and graphic design.

Responsibilities

• Anticipate the needs of the Chair's Office and identify solutions to support smooth, efficient day-to-day operations.
• Provide daily administrative support, including document preparation and complex meeting scheduling and calendar management.
• Schedule group meetings and trainee candidate interviews.
• Coordinate with Grants Managers on the preparation and submission of grant applications.
• Draft high-level communications to faculty and affiliates, including weekly department announcements.
• Coordinate the Chair's and Vice Chair's review of faculty appointments, reappointments, and awards.
• Track letters of support, liaise with the Office of Faculty Affairs, and prepare and maintain appointment records to ensure compliance with university policies and requirements.
• Coordinate departmental programming, including visitor activities, agendas, meetings, and gatherings.
• Manage conference room calendars and scheduling.
• Provide flexible support to the Executive Director of Administration and shift priorities in response to changing demands.

Benefits

• Generous paid time off, including parental leave
• Medical, dental, and vision 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: No Education Listed