Executive Assistant

10-Apr-2024

University Administration

65205BR

Job Summary

This position will provide executive-level administrative support to Harvard University’s Office of the Vice Provost for Climate and Sustainability (VPCS).  The VPCS office functions across the University to accelerate and coordinate research and education on climate change, the environment, and sustainability. The office is focused on transforming ideas and research into real-world climate solutions that help society meet the global climate challenge.

The Executive Assistant (EA) will serve as the primary contact and liaison for internal and external stakeholders related to the VP and Assistant VPs professional activities and research.  This position is responsible for developing and maintaining effective systems for managing the office administrative needs, working independently in an environment of multiple and conflicting priorities. The Vice Provost for Climate Change 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.

Position Description

Primary Responsibilities
COMMUNICATION & GATEKEEPING
This position provides executive support through a wide range of highly skilled administrative services to the vice provost and assistant vice provost.  Serves as principal administrative contact and liaison with visitors, researchers, other universities, governments, private firms, media, and donors.  The EA will provide a warm and welcoming environment for visitors and manages arrival details for various stakeholders, consultants, and vendors.
This position is responsible for management and quality control of high-level and high-volume email communications and will compose and edit emails, letters, memos, reports, and detailed meeting agendas.  The EA ensures briefing material are available in a comprehensive and well-managed online environment.  Will compose and distribute meeting minutes. May also provide support for publication or submission of reports. Reviews, assesses, routes, answers and monitors and most importantly manages follow up action steps on correspondence.

CALENDAR & TRAVEL MANAGEMENT
This position manages and coordinates the VP and Assistant VP calendars, 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 calendars with attention to logistics and anticipating the needs well in advance.

EVENT COORDINATION
The Executive Assistant coordinates regular meetings and conferences, including seminars involving external speakers, individualized scheduling, and reimbursements. May coordinate information for special events and meetings using various web platforms.  Will support 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. Responsible for organizing space, vendors (including A/V support and catering) for small to medium scale events.  

SUPPORT STRUCTURE ORGANIZATION AND ALIGNMENT
The Executive Assistant develops and maintains an administrative support system for the VP and Assistant Provost, including complex calendaring and travel planning, complex and high-volume research meetings.  Creates systems that facilitate the coordination of activities involving students and researchers both externally and internally.  Establishes and provide support for files and important record keeping for communications management for the office.

Basic Qualifications

Minimum 5 years’ experience supporting senior/executive level staff.  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 VP office and the academic department. Should possess a high ability to prioritize and juggle multiple tasks under tight deadlines.  Creative approach to problem-solving.  Comfortable working in a fast-paced work environment where demands may need to be re-prioritized frequently. Knowledge of political economics, climate change, and/or sustainability field a plus.

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 hands and arms. The employee is occasionally required to stand; walk and reach for items. This position requires extensive screen time as most work performed with computer. Specific vision abilities required by this job include close vision, distance vision, color vision.

Additional Information

**This is a two-year term position with the possibility of renewal.   This position is based on a 35-hour workweek and office hours are 9:00 a.m. – 5:00 p.m. with an unpaid hour off for lunch. 

All candidates will be asked for a writing exercise.

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.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Interfaculty Initiatives

Department

Salata Institute for Climate and Sustainability

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

Full time. Monday through Friday. 35 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.

EEO 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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