Finance Assistant, Executive Education

Harvard University • Boston, MA

3d • $67,000 - $69,000 • Hybrid

About The Position

The Finance Assistant is a core member of the Executive Education Finance team, helping participants submit payments on time and providing a high level of customer service to participants and their corporate finance contacts. The role contributes to a positive onboarding experience and responds to finance-related questions through the shared Finance email inbox and phone line.

Reporting to the Associate Director of Accounting and Finance, the Finance Assistant works closely with Finance team members and Program Delivery staff. Responsibilities include establishing Harvard Business School Executive Education as an approved vendor in external supplier and procurement systems, handling documentation and banking information requests, supporting reviews of participant and client agreements for policy compliance, and coordinating tax-related inquiries with Harvard’s central tax office when needed.

The role also manages participant transfers in Salesforce and related financial transactions, prepares recurring payment-transfer and prepaid-accounting reports and journal entries, and provides backup for participant invoicing and other Finance functions. This is a hybrid position based at Harvard’s Boston campus, with staff expected to work onsite at least three days per week. The position is 40 hours per week and overtime eligible.

Requirements

• High School Diploma, GED, or equivalent.
• At least 3 years of experience in administrative support roles; education beyond high school may count toward experience.
• At least 3 years of related experience on a finance team, including demonstrated experience in accounts receivable, collections, and financial reporting.
• Experience with Microsoft Word, Excel, PowerPoint, and Outlook.
• Proficiency in Excel.
• Exceptional communication and customer service skills.

Nice To Haves

• Experience with Salesforce is strongly preferred.
• Experience working with large-scale supplier or procurement systems is a plus.
• General understanding of bookkeeping and accounting practices is a plus.
• Strong analytical and creative problem-solving skills are a plus.

Responsibilities

• Provide customer service to participants and corporate finance contacts through the shared Finance email inbox and phone line.
• Establish HBS Executive Education as an active payable vendor in external participant and client supplier and procurement systems.
• Complete documentation requests and provide attestation forms and banking information.
• Facilitate review of participant and client agreements and questionnaires to ensure compliance with School and University policies.
• Assist clients with tax compliance inquiries and documentation requests, coordinating with Harvard University’s central tax office when necessary.
• Manage participant transfers in Salesforce and associated financial transactions, including reviewing instructions, processing credit notes and new invoices, and initiating refunds as needed.
• Prepare weekly payment-transfer reports and related accounting journal entries.
• Track monthly prepaid items and prepare associated journal entries.
• Provide backup for participant invoicing in Salesforce and other Finance functions as needed.
• Participate in bi-weekly team meetings and recommend process improvements.
• Build collaboration through onsite presence and direct engagement with colleagues and constituents.
• 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