Executive Coordinator

02-Apr-2024

Harvard Kennedy School

65116BR

Job Summary

The coordinator manages scheduling/calendar coordination, preparing meeting briefings and agendas, drafting/editing/proofing and mailing correspondence, and providing general office support such as processing expenses and making travel arrangements.  They also provide project management and other activities in support of the Sr. Associate Dean, including these key functions:

• Interacts and collaborates with the HKS Dean’s office, faculty, and other senior leaders at HKS, University Development Officers, fundraisers within HKS and across Harvard, as well as donors, alumni, and other volunteer leaders.
• Assists with fundraising projects and engagement, specifically as they relate to the projects and prospects managed by the Sr. Associate Dean.
• Plays a critical role in assisting the Sr. Associate Dean with all activities associated with the Dean’s Executive Board, a high-level advisory group to the Dean and the School.
• Serves as a first line of connection with staff, and may be asked to represent the Sr. Associate Dean at meetings or events.

Position Description

This position contributes to the Alumni Relations and Resource Development office’s ability to cultivate relationships with alumni, donors, and friends and to meet and exceed department revenue and fundraising goals by providing support to the Senior Associate Dean across all her areas of responsibility.

• Provides general office support including but not limited to answering phones, responding to phone and email inquiries, maintaining calendars, filing, and managing data updates in the development database.
• Schedules meetings/coordinates and confirms appointments, makes travel arrangements. Coordinates extensive travel arrangements including international travel for Dean and Senior Associate Dean, and associated faculty as it pertains to the ARRD team’s work.
• Compiles and prepares meeting/appointment and solicitation materials. Researches and prepares background information, drafts high level strategy briefings for Dean, faculty, senior administrators and volunteers, and drafts correspondence or other communications.
• Manages program activities and logistics for the Dean’s Executive Board, including scheduling, recruiting speakers, drafting agendas, presentations, or other materials, tracking participation and drafting high level strategy briefing for the Dean and other key meeting participants. Will participate in meeting calls and draft all follow-up notes and debriefs.
• Interacts frequently with donors and/or their staff representing the Sr. Associate Dean and HKS to provide ad-hoc follow up on questions, including direct correspondence and calls.
• Tracks prospects in the Sr. Associate Dean’s portfolio documenting strategies and moves and ensuring that assignments are up to date and all activities are documented.
• Represents IGT staff assistant and coordinators team at ARRD Management meetings as needed, communicating needs, offering insight, and proactively informing systems and procedures with an eye to improving quality, productivity and efficiency.
• Researches prospects and program information; manages routine data pulls and reporting and provide data analysis as needed using Advance, Qlikview, MS Word, and/or Excel; and follows up on requests to review gift terms and other gift related questions as needed.
• Works with the Communications staff to ensure talking points are written for the Sr. Associate Dean or other senior administrators for speaking engagements.
• As a member of the Alumni Relations and Development Office team, takes on critical project work as needed. May include working on fundraising project planning efforts, development committee meetings or events, and drafting reports and presentations.

The above covers the most significant responsibilities of this position.  It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

Basic Qualifications

• 5+ years of related administrative support experience
• Prior experience with complex calendar, expense, and travel itinerary management and support for a senior executive

Additional Qualifications and Skills

• Demonstrated advanced level proficiency with Microsoft Word, Excel, and PowerPoint with ability to organize data in Excel and PowerPoint to produce graphs, charts, and other analyses and presentations
• Excellent organizational skills: capable of managing multiple assignments from multiple sources; efficient, organized, detail oriented, and able to meet project deadlines
• Excellent attention to detail, adaptability, and flexibility in general and in high pressure situations
• Ability to manage work and problem solve within a busy office with competing demands; not easily flustered nor easily overwhelmed by a high volume of activity and projects
• Strong interpersonal, oral, written, and time management skills, along with tact, poise, mature judgement, diplomatic skills, and discretion
• Ability to maintain confidentiality and exercise sound professional judgment and possess a strong commitment to client service
• Comfort in interfacing with senior University leaders and high-capacity donors, with a high level of collegiality and discretion
• Ability to be a resourceful, quick thinking, and confident critical thinker who can anticipate work and act proactively and decisively
• Ability to respond swiftly to challenges, and juggle multiple and changing priorities
• Integrity and demonstrated ability to manage highly confidential information
• Ability to work occasional nights and weekends
• Basic understanding of fundraising needed, as well as a desire to learn more
• Demonstrated ability to interact with senior professionals
• Strong interest in higher education and a working knowledge of national and global issues
• Mature and sophisticated composure, professional demeanor, and appearance
• Prior development and volunteer management experience, strongly preferred
• A strong adopter of technology, preferred
• Bachelor’s degree a plus

Additional Information

Learn more about our work culture and see yourself at Harvard Kennedy School.

We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks. 
Harvard University is committed to supporting a healthy, sustainable learning and working environment.

This is a hybrid position based on our campus in Cambridge, MA.  As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager.

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.

Salary Range: $64,051 - $101,923
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

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)

Department

Alumni Relations & Resource Development

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard Kennedy School’s Mission and Commitment to Diversity, Equity, and Anti-Racism

At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies.

Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism.

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-NM1