Executive Assistant

Harvard University • Boston, MA

2d • Hybrid

About The Position

Dr. Walter Willett seeks an exceptional Executive Assistant to provide high-level administrative, operational, and academic support across research, teaching, professional engagements, and institutional responsibilities, including his role as Director of the Thich Nhat Hanh Center for Mindfulness in Public Health. The Executive Assistant serves as a trusted partner and central point of coordination, managing complex scheduling, travel, communications, academic administration, and stakeholder relationships with discretion, sound judgment, and professionalism.

This role is suited to an experienced executive assistant who thrives in an intellectually rigorous academic environment, anticipates needs, manages competing priorities, works independently, and collaborates with faculty, staff, students, media representatives, travel providers, and external organizations. The position is full-time, benefits-eligible, and has a 40-hour work week. It is hybrid; work schedule and location are set by the department based on operational needs.

Requirements

• At least 5 years of relevant experience; a combination of education and experience may be considered.
• At least 3 years of experience in administrative support.
• Significant experience supporting a senior executive, faculty leader, physician, researcher, or other high-profile professional.
• Exceptional organizational skills and experience managing multiple calendars, priorities, deadlines, and stakeholders simultaneously.
• Demonstrated discretion in handling confidential academic, financial, personnel, and travel-related information.
• Collaborative, service-oriented approach and comfort working in a fast-paced, intellectually demanding environment.
• Strong technology skills, including electronic calendars, Microsoft Office or comparable productivity platforms, videoconferencing tools, email management systems, and online submission portals.
• Excellent written and verbal communication skills, with strong attention to tone, accuracy, and professionalism.
• Ability to work independently, anticipate needs, solve problems proactively, and exercise sound judgment.
• Must meet work location sponsorship requirements prior to employment.
• Harvard requires pre-employment reference checks and background screenings.

Nice To Haves

• Experience coordinating academic programs, seminars, conferences, media engagements, or complex travel is highly desirable.

Responsibilities

• Manage Dr. Willett’s calendars and coordinate meetings, travel, speaking engagements, interviews, and institutional commitments.
• Conduct regular calendar reviews and coordinate schedules with internal and external colleagues.
• Organize recurring and ad hoc meetings, including financial team, research and working group, mentoring, staff and postdoctoral review, and external partner meetings.
• Anticipate scheduling conflicts, identify priorities, and follow up on invitations, action items, and deadlines.
• Take on special projects as they arise.
• Arrange complex domestic and international travel, including transportation, lodging, documentation, and reimbursement materials.
• Manage travel accounts and authorized booking platforms, including airline, rail, travel agency, and loyalty program resources.
• Monitor passports, Global Entry, visa-related requirements, UK Electronic Travel Authorizations, and other travel credentials.
• Complete international travel and compliance paperwork, including SOS documentation, and work with the University’s Global Support Office.
• Coordinate meeting and conference logistics, including abstracts, learning objectives, audiovisual requirements, hotel information, presentation materials, and deadlines.
• Maintain comprehensive records and submit required materials on time.
• Coordinate media interviews and public engagements with communications colleagues; arrange interview logistics and provide biographies, photographs, and briefing materials.
• Support preparation and recording of presentations, lectures, and other professional engagements, coordinating with audiovisual and production staff.
• Draft, format, route, and submit correspondence, recommendations, references, and other official communications.
• Coordinate communications associated with sponsored roles, export controls, hosted visitors, and institutional processes.
• Develop slides using PowerPoint and other programs as needed.
• Provide administrative support for a weekly seminar series, including scheduling, speaker coordination, speaker travel, communications, presentation logistics, participation records, and follow-up.
• Coordinate mentoring meetings and academic reviews for staff, postdoctoral fellows, and students.
• Prepare and submit expense reports and maintain documentation for travel, meetings, and professional activities.
• Track renewals for subscriptions, memberships, journal access, professional dues, and related services.
• Monitor designated email accounts and triage, respond, route, and follow up in a timely manner.
• Manage digital signatures, copyright forms, journal-related approvals, and other administrative documents on Dr. Willett’s behalf.
• Monitor manuscript review invitations and deadlines and maintain records of commitments.
• Support email organization, out-of-office messages, document management, and other day-to-day administrative systems.
• Coordinate printing and distribution of selected journal materials and articles.
• Track journal correspondence, copyright forms, manuscript review commitments, and publication deadlines.
• Maintain organized files for presentations, research meetings, professional correspondence, and academic records.
• Build and maintain effective relationships with faculty, staff, students, administrators, media representatives, and external partners.
• Represent Dr. Willett’s office professionally and exercise discretion in handling confidential and sensitive information.
• Maintain an orderly, efficient, and welcoming office environment and oversee routine office needs.

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: Senior
• Education Level: No Education Listed