Executive Assistant to the Deputy Provosts at Harvard University in Cambridge, Massachusetts

Job Description:

Harvard University


Position Title: Executive Assistant to the Deputy Provosts

Req ID: 65467BR

School or Unit: University Administration

Description: Job Summary

Reporting to the two Deputy Provosts, the Executive Assistant is a key member of the administrative team for the Office of the President and Provost and provides a range of complex administrative and project support to ensure daily operations are executed seamlessly within the Office of the Provost (harvard.edu)

Position Description

Primary responsibilities will include:

• Serve as administrative contact and liaison with school or program constituents including routing incoming communications, managing requests for information, and welcoming guests.
• Research, prioritize and follow up on issues and concerns addressed to the Deputy Provosts including those of a sensitive and/or confidential nature. Proactively build key relationships across the University and develop organizational knowledge in support of the Office of the Provost and its initiatives.
• Manage complex calendars and support the daily needs of principals, respond to meeting requests, handle scheduling conflicts, and anticipate and resolve any issues that may arise.
• Coordinate logistics for meetings, distribution of agendas, and event/facilities reservations.
• Gather relevant information and prepare documents including background data, presentations, reports, research, surveys and spreadsheets. Draft letters, emails, and other communications as needed.
• Maintain financial documentation and prepare and process financial transactions on behalf of principals. Assist with travel arrangements as needed.
• Perform other related duties as required to help ensure the smooth operation and responsiveness of the Provost's Office
• Serve as a back-up for the Provost's executive assistant.

Basic Qualifications

A minimum of five (5) years of relevant work experience

Additional Qualifications and Skills

Bachelor's degree preferred. Excellent organizational, analytical, and written and verbal communication skills. Prior experience in complex organizations with a wide range of stakeholders preferred. Eagerness to work flexibly and collegially with others; sound judgment and absolute discretion in handling confidential information; careful attention to detail and accuracy; and the ability to multitask and prioritize. A high degree of computer proficiency is required, including Microsoft Word, Excel, PowerPoint, and Outlook. Experience with Adobe Acrobat Pro/Illustrator, Zoom, Qualtrics, Survey Monkey, and the Harvard University Funding Portal preferred.

Additional Information

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.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.

Department Office Location: USA - MA - Cambridge

Job Code: 403040 Coordinator II

Job Function: General Administration

Work Format: On-Site

Sub Unit: Office of the President and Provost

Salary Grade: 055

Department: Office of the Provost


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Identity

Schedule: Full time. Monday through Friday. 40 hours per week.

Commitment to Equity Diversity Inclusion and Belonging: 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.

EOE Statement: 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.

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