Executive Assistant to the Dean

Updated: about 2 months ago
Location: Cambridge, MASSACHUSETTS

The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) seeks an enthusiastic self-starter to perform multifaceted administrative duties that support the smooth functioning of the Office of the Dean. As a critical member of the Dean's administrative support team, the Executive Assistant to the Dean will provide excellent customer service to all internal and external constituents. The Executive Assistant to the Dean will work in a high-volume, fast-paced and dynamic environment, exercising a high level of professionalism, diplomacy and discretion. Collaboration, teamwork, attention to detail, and communication are keys to success. Reporting to the Administrative Manager, this position works closely with the Dean and the Administrative Manager on a daily basis.
Typical Duties and Responsibilities include:
Reception:

  • Greets visitors and transitions guests in and out of meetings with the Dean.

  • Answers multiple phone lines and assists callers with a wide variety of questions. Takes clear messages and routes them to relevant parties. Researches information and ensures follow up.

  • Opens office mail and routes and responds as appropriate.

Calendar Management:

  • In consultation with the Administrative Manager, provides day-to-day management of the Dean's calendar. Manages the flow of the Dean's daily appointments, determines the priority status of meeting requests and makes adjustments as needed.

  • Handles complex scheduling and related arrangements, including room reservations, set up, catering, visitor parking, and communications as needed.

  • Responds to last minute scheduling changes and ensures that all parties are informed.

  • Develops and revises standing meeting list and schedules standing meetings according to annual schedule. Schedules ad hoc meetings as they arise.

  • Assists with special dignitary visits.

  • Maintains faculty Google calendar.

Travel and Expense Reporting:

  • Coordinates complex travel arrangements for the Dean, prepares and proofreads travel itineraries, and ensures that all travel materials are ready on time.

  • Handles last minutes changes to travel schedule and makes appropriate adjustments as needed.

  • Prepares expense reports and processes travel expenses, invoices, reimbursements and other payments, and maintains related records.

  • Manages the Dean's office purchasing card (Pcard) as well as the Dean's corporate card.

Other Administrative Duties:

  • Assists the Administrative Manager with office work flow, including correspondence, email, filing, archiving, and special projects.

  • Tracks inventory of office supplies and gifts for visitors and places orders as needed.

  • Serves as one of three approvers who respond to requests to use conference/meeting room space in the Dean's area.

  • Coordinates arrangements for mixers and other small meetings/events.

  • Manages the Dean's holiday card project.

  • Provides coverage and backup support for the Administrative Manager as needed.


Commitment to Diversity

SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.
Many SEAS employees are eligible for Flexible Work Arrangements, which may be explored during the interview process.
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard's teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are: educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit
www.seas.harvard.edu .


Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers


3+ years of experience in an executive assistant or administrative office position.


  • MS Office skills, including Word, Excel, and Outlook.

  • Familiarity with Google Calendar and the ability to learn new software/systems quickly.

  • Excellent communication, customer service, interpersonal and organizational skills. High level of attention to detail, ability to take initiative, establish priorities, meet tight deadlines, work effectively with interruptions, and respond quickly. Flexibility, adaptability and the ability to work independently and as a member of a high-performing team.

  • Ability to manage confidential information appropriately and with a high level of sensitivity and discretion.

  • Ability to interact with all organizational levels important. Must be reliable and punctual and willing to take on new duties as needed.

Preferred Qualifications:

  • College degree and experience working in an academic environment. Experience supporting a senior administrator/executive, managing calendars, and arranging travel. Familiarity with Harvard's HCOM and web voucher reimbursement systems.

  • Experience using shared drives, such as SharePoint.


Note: To be considered for this position, candidates must submit a cover letter and a resume.


EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.


Internal Number: 49528BR
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