Senior Executive Coordinator to Professor Danielle Allen

Harvard University • Cambridge, MA

76d • Hybrid

About The Position

The Senior Executive Coordinator will provide high-level support to the James Bryant Conant University Professor, Director of the Allen Lab for Democracy Renovation at the Ash Center for Democratic Governance and Innovation, and Director of the Democratic Knowledge Project at the Harvard Graduate School of Education. They will sit at the nexus of a complex ecosystem of organizations and activities led by the Director and must bring exceptional judgment, discretion, and diplomacy to coordinating a high volume of requests and communications across a diverse range of internal and external stakeholders, each with different priorities, expectations, and working styles. The Senior Executive Coordinator will perform a range of support activities including complex calendar coordination; managing incoming requests, including routinely and politely communicating declines and non-availability of the Director; interfacing with faculty, students, staff, external partners, media, and others on behalf of the Director; travel arrangements; and other duties as required by a demanding and high volume work environment. Candidates must demonstrate exceptional time management and organizational skills, meticulous attention to detail, consistently high standards of quality, the ability to multitask and prioritize successfully, and the ability to manage and track a high volume of requests, relationships, and follow-up actions simultaneously. The Senior Executive Coordinator works speedily yet accurately in a high-demand environment and will possess a high level of maturity and good judgment. They will work closely with the Director, maintaining steady communication and seeking feedback in a timely and consistent manner. The Ash Center is a global and values-driven community that believes diverse perspectives are paramount to better understanding and addressing real-world problems. In fostering an environment of rigor, curiosity, and integrity, we value and respect different opinions, lived experiences, and diverse research and policy areas and approaches. We actively seek candidates who share our commitment and values.

Requirements

• Bachelor's degree or equivalent experience and 5 years of professional experience in increasingly responsible administrative positions.
• Experience with complex logistics or as an administrative professional to a high ranking or senior principal in a fast-paced environment with minimal supervision.
• Excellent attention to detail and high standards for quality of work.
• Excellent time management skills and ability to track multiple work streams, prioritize tasks to changing needs, and see tasks to completion in a timely manner.
• Enthusiasm for new and emerging technologies and excellent computer skills, including word processing, spreadsheet and database management experience, and familiarity with automated systems (AI)
• Demonstrated ability to maintain confidentiality and exercise discretion
• Must enjoy and thrive working in a fast-paced environment
• Work well under pressure and be able to prioritize work
• Self-motivation and ability to take initiative when appropriate, to anticipate challenges, and to come up with solutions.
• Strong interpersonal, oral, and written communication skills including drafting, editing, and formatting.
• An interest and awareness of those making democracy deeper and more robust in the United States or around the world.
• High EQ and the ability to relate on many levels with leadership, colleagues, and external partners. Tact, poise, mature judgment, diplomatic skills, and discretion.

Nice To Haves

• If you have some but not all of the following, we encourage you to apply; we value employees with a willingness to learn.

Responsibilities

• Manage a complex calendar for the Director
• Monitor and resolve incoming requests each day through email, tracking sheets, and other management systems
• Maintain a calendar that provides margin for meals, biobreaks, and other requirements of sustainability
• Identify potential conflicts well in advance and seek timely solutions
• Serve as liaison between the Director, their speaking agent, and parties requesting interviews or speaking engagements
• Align daily and long-range commitments with flexibility recognizing the Director’s evolving priorities and objectives
• Monitor steady stream of commitments and deadlines
• Create and maintain regular communications with team members on Director's activities
• Track student advisees and their basic scheduling needs for the Director’s time
• Track, oversee, and reconcile Director’s financial expenses and reimbursements
• Provide support for the faculty member’s travel, to include making flight and hotel reservations and/or coordinate with the speaker’s agency making said arrangements
• Perform general office duties as needed to include responding to correspondence, photocopying, ordering office supplies, mailing materials, and placing catering orders
• Assist Allen Lab Coordinator with planning and executing Allen Lab events and meetings as needed

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