Executive Assistant

Harvard University • Boston, MA

2d • Hybrid

About The Position

The Department of Environmental Health is seeking an experienced administrative professional to provide high-level administrative and logistical support to the Department Chair and to the department at large in support of the active and complex operations of the Department of Environmental Health. Reporting to the department’s Director of Administration, this position serves as a principal point of contact for the Chair’s office. This is a fast-paced role in a high-volume office. The successful candidate will manage multiple competing demands at once, prioritize independently, think critically, and solve problems with limited direction. The department has approximately 350 affiliated members, including faculty, researchers, students, and staff.

Requirements

• 5+ years of relevant experience is required; a combination of education and experience may be considered.
• Bachelor's/College degree preferred, or an equivalent of education plus experience in an office environment
• Five plus years related experience with proven office administration and customer service skills.
• Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools.
• Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• Aptitude for working across teams and with a variety of projects and constituencies
• Strong attention to detail; Highly organized; Excellent interpersonal and communication skills; Previous experience in academia will be highly valued; Prioritizes and delivers quality results in a high-volume office
• Comfortable in a fast-paced environment with frequent interruptions and shifting priorities; can multitask, re-prioritize independently, think critically, and problem solve with limited direction
• Excellent computer skills, including knowledge of Microsoft Office Suite
• Takes initiative and accomplishes tasks with minimal supervision, creatively solve problems with excellent organizational skills and attention to detail
• Strong judgment under pressure, while negotiating competing and often time-sensitive priorities from multiple constituents in a varied and sometimes demanding office environment
• Excel at meeting deadlines and following through on projects. Ideal candidates will be high performing professionals with a can-do attitude and team spirit-they will be self-starters who enjoy providing administrative support
• Must be flexible, enthusiastic, open to and energized by change

Nice To Haves

• Previous experience in academia will be highly valued

Responsibilities

• Draft, edit, and process a wide variety of written materials, including letters/correspondence, manuscripts, CVs, biosketches, bibliographies, communications, course materials, and PowerPoint presentations for the Chair or Director of Administration, as assigned, including copy for publication and for grant proposals and reports
• Support the chair’s teaching and research activities, manage a complex calendar, research and assemble briefing information for meetings, prepare meeting summaries and related materials, and facilitate teleconferencing as needed
• Triage requests and inquiries and respond to routine inquiries on the Chair’s behalf
• Develop and maintain methods for organization of information, including files, databases, and distribution lists; establish and document office procedures for the Chair’s office and interpret and communicate department and University policies and processes
• Create systematic processes for tracking correspondence and the status of requests and responses
• Coordinate domestic and international travel, including conducting necessary research, providing documentation, and creating detailed itineraries
• Manage local financial transactions, including the Chair’s reimbursements, corporate card expenditures, purchasing, etc.
• Assist in special projects and event planning, namely special seminars and colloquia series, and other department engagement events
• Partner with other core staff to coordinate administrative activities and promote efficient operations
• Working closely with the Director of Administration, support administrative processes relative to faculty reappointment and promotion reviews
• Serve as a principal administrative contact and liaison for the Chair’s office with University constituents and external contacts
• Coordinate logistics for faculty meetings and other department-wide efforts, including agendas, materials, and follow-up on action items
• Purchase and maintain inventory of office supplies; track and reconcile related expenditures
• May assist in training, scheduling, and distributing the work of temporary staff, casuals, or students
• Other duties as assigned

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: Executive
• Education Level: Associate degree