Executive Assistant

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

About Harvard Allston Land Company (HALC)

Harvard Allston Land Company (HALC) is a subsidiary of the University and is part of the Harvard University Central Administration. HALC is currently overseeing the planning and development for the University's Enterprise Research Campus (ERC) in Allston. The vision for the ERC is to become a center for innovation, collaboration, and entrepreneurship, bringing together partners from across Greater Boston and beyond. The initial focus is to develop 14 acres of the ERC, which will include new infrastructure, streets, open space, mixed-use development of office and lab space, residential units and a hotel and conference center. This initial phase is being undertaken with a private developer partner under long-term ground leases. There is additional development potential on land outside the 14 acres, currently part of a planning study led by the Boston Planning and Development Agency (BPDA).

Job Description

The Executive Assistant reports to the Director of Finance and Operations for HALC. As a member of the HALC team the Executive Assistant provides a wide range of complex administrative support duties for the CEO and the HALC team. The Executive Assistant anticipates daily needs, works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities, handles confidential information, anticipates, and resolves a wide variety of issues, and supports the day-to-day administrative operations of the department.

Job-Specific Responsibilities :

Provides a wide range of complex administrative support duties including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepares detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and / or designed for distribution internally and / or externally. Manages reimbursement processing, including collecting receipts and knowing / applying relevant policies and guidance

Additional responsibilities include :

• Serves as administrative contact for University constituents and external contacts.
• Maintains departmental contact lists and organizational documents.
• Makes edits to the department website, assists with the management of the department SharePoint site, and updates other department web-based systems, as needed.
• Assists with the coordination of Harvard University IT support for department.
• Assists with the reporting of equipment and building maintenance issues.
• Assists with new hire onboarding, including new employee setup and office orientation.
• Assists with digital and physical management of department files.
• Works with staff to support organization-wide functions and activities. Provides cross-organizational support and backup as needed.
• Participate in departmental staff meetings, documenting decisions and monitoring follow-up.
• Assists with the coordination of large meetings and events, including local conferences, training sessions, and interdepartmental events. Arranges catering.
• Makes conference and travel arrangements, knowing and applying relevant policies and guidance.
• Assists in purchasing and maintaining inventory of office supplies.
• Distributes mail.
• Performs other related duties as required and assists with special projects.
• Assist the Administrative Coordinator as necessary.

Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role :

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

Additional Qualifications and Skills :

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

Additional Information

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Work Format Details

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to :

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO / Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.