Faculty Administrative Assistant

Harvard University • Boston, MA

4d • $58,000 - $63,000 • Hybrid

About The Position

The Faculty Support Specialist provides tactical and administrative support to multiple Harvard Business School faculty members in support of the School’s mission. Reporting to a Manager of Unit and Faculty Support, the specialist handles complex administrative duties related to faculty teaching, research, and other responsibilities. The role acts as an extension of the faculty members supported and collaborates with Faculty Support Specialists across ten academic units, the manager, peers, and other departments. Assignments and support needs may vary based on business needs. This is a hybrid position based at the Boston campus, with staff expected onsite three days per week. The schedule is 35 hours per week and the position is overtime eligible.

Requirements

• High school diploma or GED.
• At least 3 years of experience in an administrative, clerical, executive support, coordination, or related professional capacity; education beyond high school may count toward experience.
• Hands-on experience using Microsoft Office, including Word, Excel, and PowerPoint.
• Strong attention to detail, confidentiality, and customer service.
• Ability to work independently and contribute as a collaborative team member with a helping attitude.
• Reliability, resourcefulness, follow-through, and a commitment to surpassing expectations.
• Willingness to work collaboratively with varied faculty and colleagues and adapt to changing assignments based on business needs.
• Ability to adapt quickly to changing staffing assignments, responsibilities, tasks, and feedback.
• Proficiency navigating major social media platforms such as Facebook, Twitter, Instagram, LinkedIn, and TikTok for basic content creation, audience engagement, and trend analysis.
• A cover letter is required.

Responsibilities

• Provide administrative support to multiple faculty members and serve as a liaison among students, instructors, and HBS and University departments.
• Support faculty and projects on short- and long-term assignments according to business needs and changing team support requirements.
• Support faculty teaching and course platforms, including assembling and editing syllabi, supporting grading, preparing class materials and presentations, and coordinating class visitors.
• Manage complex calendars and coordinate appointments, meetings, and events.
• Conduct basic online research and retrieve books, articles, and other information.
• Prepare articles, cases, teaching materials, and research materials, including proofreading, formatting exhibits and citations, and organizing files.
• Compose, prepare, and edit professional correspondence, sometimes confidentially.
• Build relationships with faculty, staff, external partners, and other stakeholders.
• Coordinate complex travel arrangements, itineraries, and travel visas.
• Prepare, track, and process expense reimbursements accurately and promptly.
• Perform office management duties, including ordering supplies, maintaining a clean work environment, greeting visitors, and responding to correspondence on faculty members’ behalf.
• May administer faculty and doctoral recruiting processes, including distributing candidate materials, coordinating visits, and ensuring compliance with recruiting guidelines.
• May plan and organize logistics for seminar series, research conferences, and other unit events.
• Be present onsite and engage directly with colleagues and constituents to build trust and collaboration.
• Perform 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: Entry Level
• Education Level: High school or GED