Executive Assistant, Dean’s Office

Reporting to the Director of Administration in the Office of the Dean, the Executive Assistant provides a wide range of administrative support and coordination to ensure the efficient operation of the Office of the Dean, performing high-level administrative support with accuracy, discretion, and good judgment.

TYPICAL DUTIES AND RESPONSIBILITIES

• Manages the Dean’s calendar, schedule and responds to departmental, GSD, Harvard-wide, and external constituent meeting requests; proactively troubleshoots and addresses any scheduling conflicts that arise.
• Serves as the first point of contact and source of information source for the Office of the Dean with faculty, staff, students, and the public via phone, email, and in person.
• Edits and proofreads communications for the Dean, as needed.
• Facilitate agenda setting for weekly meetings between members of the senior leadership team and the Dean.
• Processes reimbursements, departmental invoices, and PCard receipts; reconciles Dean’s corporate card on a monthly basis via Concur; acts as liaison with the Finance Office.
• Reliably and consistently gathers, organizes, and disseminates critical and time-sensitive information from GSD and University sources for meeting materials, travel itineraries, communications and historical reference.
• In consultation with the Director of Administration, assists as needed with making travel arrangements; assists with coordinating events run through the Office of the Dean, including reserving rooms, working with vendors and caterers, issuing invitations, and staffing events as necessary.
• Manages upkeep of Dean’s office library, including ordering publications, shelving, maintaining records.
• Monitors and maintains office equipment and supplies and manages office resource room, including general organization, mail distribution, and ordering of supplies.
• Responsible for overall office neatness and organization.
• Assists with projects as needed; performs other related duties as required.
• This position's responsibilities also include varied projects and tasks that arise out of ongoing shifting demands that cannot always be foreseen. A desire to turn chaos into order, a sense of humor, flexibility, priority-setting and re-prioritizing, and initiative are essential.
• Other duties may be assigned.

Please note: This is a term position with an end date of June 30, 2024.

SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities associated with this position.

There are no known physical requirements related to this position

Work is mainly performed in an office setting

This position is hybrid, with a schedule of 35 hours per week, Monday through Friday, 7 hours/day. The schedule of in-office and remote hours will be determined in conversation with the supervisor. The position may require overtime during peak periods.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• 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.

General Administration

USA - MA - Cambridge

403134 Coordinator I

Hybrid (partially on-site, partially remote)

HGSD

-

Full-time

054

55 - Hvd Union Cler & Tech Workers

Identity

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.