Executive Assistant

18-Mar-2024

Faculty of Arts and Sciences

65105BR

Job Summary

The Harvard Museums of Science & Culture are dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – including fostering respect for all, serving the greater good, and welcoming individuals from a variety of backgrounds, experiences, and perspectives. To learn more about HMSC's mission, objectives, and core values, please visit our website https://hmsc.harvard.edu/

Position Summary

Reporting to the Executive Director of the Harvard Museums of Science & Culture, the Executive Assistant will provide high-level administrative support to the Executive Director and the Administration Department. The Executive Assistant works independently to perform a wide range of complex and confidential administrative and clerical support duties. Requires knowledge of the University and unit policies and procedures.

Position Description

• Manage the Executive Director's calendar, including travel arrangements and reimbursements.
• Organize complex meetings and events for the Executive Director and HMSC senior leaders including room preparation and/or catering and off-site accommodation and serve as the note-taker for any meetings involving the Executive Director.
• Occasionally represent the HMSC Executive Director’s office in meetings, as appropriate.
• Serves as principal administrative contact and liaison with all University constituents and external contacts, typically including government and media agencies.
• Reviews, assesses, routes, answers, and monitors follow-up action steps on correspondence with the Executive Director
• Draft and edit letters and other documents and assist with the preparation of presentation materials using multiple technical applications including word processing, database management, spreadsheets, graphics, and presentation software.
• Review, compile, and respond to feedback sent to the general HMSC mailbox and phone system in collaboration with senior leadership as necessary.
• Review, compile, and respond to function rental inquiries, in consultation with the HMSC Operations department.
• Provide administrative and on-site support for signature HMSC events and festivals in collaboration with senior leadership as necessary.
• Answer phones and greet visitors; create and maintain filing systems.
• Perform other comparable projects and tasks as needed.

Basic Qualifications

• High school graduate or equivalent
• A minimum of three years of related experience in office administration and customer service

Additional Qualifications and Skills

• Solid working knowledge of office processes and business policy development
• Excellent communication and interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• Excellent writing and editing skills
• Experience and knowledge of Microsoft Office Applications and related computer software and electronic communications tools such as Zoom, Teams, and polling systems.
• Bachelor’s degree preferred, or an equivalent of education plus senior-level experience in an office environment.
• Excellent organizational skills are required together with tact, judgment, and strong attention to detail.
• Ability to take initiative, handle multiple projects, and set priorities.
• Must be able to handle confidential information with discretion.
• Strong oral, written, and interpersonal skills necessary for communication with multiple constituencies across the unit, school, and university.
• Familiarity with or experience working in a museum or higher education setting.

Working Conditions

This primarily on-site position will be based in Cambridge, MA. The position includes occasional evening assignments.

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.

Additional Information

This position is subject to a criminal, identity, and education background check.

We regret that we are unable to provide visa sponsorship for this position.

All formal written offers will be made by FAS Human Resources

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements before employment.

About Us

The Harvard Museums of Science and Culture (HMSC) is a partnership of public museums in Harvard's Faculty of Arts and Sciences that includes the Harvard Museum of Natural History, the Harvard Museum of the Ancient Near East, the Collection of Historical Scientific Instruments and the Peabody Museum of Archaeology and Ethnology.

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

403033 Staff Assistant III

Sub-Unit

Harvard Museums of Science and Culture

Department

Harvard Museums of Science and Culture

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, Education, Identity

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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