Administrative Assistant - job 1 of 2

Reporting to the Associate Director of Administration and relevant faculty, this position provides complex administrative support to faculty members with active research and teaching programs in the Physics Department. In particular, this position will be responsible for managing multiple events per year along with a robust visitors program. This role is central to the operation and mission of the Swampland Initiative.

The incumbent is responsible for a large volume of varied, detail-oriented tasks that include extensive and complicated travel arrangements, assisting visitors in making local travel arrangements and preparing schedules for visitors, assisting in organizing workshops and seminars/conferences, and other special events. The Swampland Initiative will invite 2-3 visitors per week for the entire academic year and will require extensive time managing logistics related to this travel. Additionally, the Initiative will host one international conference per year and multiple smaller conferences on-campus; the Administrative Assistant is expected to manage all logistics of the event from identifying an appropriate venue, vendor management, event coordination, and all related logistics. The individual would maintain websites and databases, processing, and tracking invoices for payment/reimbursement, facilitating purchases of office and event supplies and participating in the financial oversight of the Swampland Initiative funding.

The Administrative Assistant will keep faculty and group members attuned to the demands of the day at hand and the weeks ahead. Advises research personnel on department and University policies and procedures. Creates original content and prepares/distributes materials for events. Assists in grant proposal and technical report preparation. Acts as a liaison with Physics, other departments, and University staff and with faculty research collaborators outside of Harvard. Oversees the appointment process for short- and long-term visitors, postdoctoral fellows, graduate and undergraduate students. Provides administrative support for other projects at the direction of faculty.

Minimum five years of office administration or customer service experience, required. A combination of education and experience may be considered.

Bachelor’s degree preferred, or an equivalent of education plus experience in an office environment. Ability to work independently with minimal supervision. Excellent organizational skills with ability to prioritize in an environment with multiple and conflicting interests. Strong 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. Ability to work across teams and with a variety of projects and constituencies.

Work is performed in an office setting. There is an expectation that the employee be able to work in person in Cambridge, MA 5 days per week. This position may offer limited hybrid remote work/in-person work flexibility during specific times of the year. Local travel may be required to identify and conduct walkthroughs of event spaces.

Please submit a cover letter when applying for this position. Knowledge of Physics is not necessary to be considered for this position.

We regret we are unable to provide visa sponsorship for this position.

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.