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.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job Description

Job Summary :

This part-time position will provide administrative support to the Vice Provost for Climate and Sustainability / Director of the Salata Institute for Climate and Sustainability at Harvard University for December 16, 2025, through June 1, 2026. The Office of the Vice Provost for Climate and Sustainability functions across the University to accelerate and coordinate research and education on climate change, the environment, and sustainability. The Salata Institute develops and promotes durable, effective, and equitable solutions to the climate change challenges confronting humanity

The Executive Assistant (EA) will primarily be responsible for scheduling and other comparable administrative tasks associated with the function of the Vice Provost / Director. The Vice Provost / Director is also an active faculty member in the Department of Economics at Harvard. In the role, the EA will interact with faculty, students, external scholars, government officials, media, and other stakeholders, whose involvement in the activities of the office is essential to its success.

Core Duties

CALENDAR & TRAVEL MANAGEMENT

This position manages and coordinates the Vice Provost / Director's calendar, arranging complex meetings and handling meeting material preparation and logistics. This includes meeting scheduling, communications (including correspondence, email, and phone) and distribution of materials. Determines priority status of meeting requests; triages all requests; refers and schedules as appropriate. Arranges for meetings, appointments, and travel arrangements, adhering to university guidelines. Prepares / submits all reimbursement reports. Maintains financial reports of expenditures. Organizes meetings on / off-site : Schedules recurring meetings; manages media / tech support for all meetings. The EA is responsible for proactively managing the Vice Provost / Director's calendar with attention to logistics and anticipating the needs well in advance.

EVENT COORDINATION

The Executive Assistant supports regular meetings and special events in which the Vice Provost participates, including seminars involving external speakers, individualized scheduling, and reimbursements. May coordinate information for special events and meetings using various web platforms. Supports the creation of presentation materials in PowerPoint presentations. Coordinates visitor gatherings for lunches and dinners. May be responsible for obtaining permissions and copyright registration when distributing event materials. Assists the Salata Institute's Events Team in organizing space, vendors (including A / V support and catering) for small to medium-scale events that involve the Vice Provost / Director.

COMMUNICATION

The EA will provide a warm and welcoming environment for visitors, coordinating arrival details for various stakeholders, consultants, and vendors.

Physical Requirements :

While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel, and talk or hear. The employee is frequently required to reach with their hands and arms. The employee is occasionally required to stand, walk, and reach for items. This position requires extensive screen time as most work is performed on a computer. Specific vision abilities required by this job include close vision, distance vision, and color vision.

Qualifications

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

• College degree preferred, or an equivalent of education plus relevant experience in an office environment.
• Three of more years of related experience.
• Microsoft Office and Google Suite of programs software experience.

Additional Qualifications and Skills :

Excellent organizational skills. Great sense of composure in high-impact environment with exceptional interpersonal, oral, and written communication skills. Ability to work well independently and a strong sense of exercising discretion and judgment in areas of responsibility. Should be able to work in strong partnership with other team members both within the Office of the Vice Provost / Salata Institute and the Economics Department. Comfortable working in a fast-paced work environment where demands may need to be re-prioritized frequently.

Additional Information

This is a part-time and term position.

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources 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.