Executive Assistant / Project Coordinator

Executive Assistant And Project Coordinator

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.

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.

Reporting to the Executive Director and Associate Vice Provost for Academic-Corporate Initiatives (ED), the Executive Assistant and Project Coordinator (EA / PC) will provide administrative and project coordination for the ED and ensure smooth operations of emerging priorities in University-wide academic-corporate partnerships. The Executive Assistant / Project Coordinator will also provide calendaring and administrative support for the ED and will coordinate a wide range of projects identified as priorities within the broader corporate engagement portfolio.

Job-Specific Responsibilities :

Key Responsibilities :

• General administrative support
• Providing executive support for the ED, as well as related administrative support, including managing calendars, planning, scheduling, and preparing materials for meetings; scheduling and booking Harvard-related travel; composing and distributing meeting minutes; coordinating / planning office events / meetings; maintaining office supplies; coordinating IT / space needs; and processing invoices and expense reports.
• This position may support a second Principal, as the department structure evolves.
• Corporate engagement
• Coordinating and staffing University-wide committees, meetings with external partners, and events.
• Coordinating and communicating with external stakeholders, including senior executives in corporations, financial investors, government officials, alumni, and donors.
• Coordinating IT / space needs for events, presentations, and meetings.
• Managing complex calendars, planning, scheduling, and organizing meetings.
• Preparing materials for meetings, including agendas and briefings, by compiling relevant information and data related to strategic performance metrics.
• Providing timely follow-up as needed, including tracking items and ensuring their completion.
• Maintaining and organizing electronic files and materials for various projects and committees.
• Perform other duties as needed or required.

Qualifications :

Additional Qualifications and Skills :

Standard Hours / Schedule : 35 hours per week

Visa Sponsorship Information : Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening : Harvard University requires pre-employment reference and background screenings : Identity

Other Information : This position has a 3-month orientation and review period.