Executive Assistant/Project Coordinator

Executive Assistant/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.

Community and Campus Life (CCL) is a central administration unit based in the Office of the President at Harvard University, led by the Chief Community and Campus Life Officer. Fostering a campus environment where everyone can thrive is essential to Harvard's academic mission of pursuing excellence in teaching, learning, and research.

CCL seeks to foster a culture of mutual respect and full participation for all members of the Harvard community, grounded in the University's commitment to nondiscrimination, equal opportunity, and access for all. We are deeply committed to elevating pluralism as a foundational principle in our approach to community and campus life. To achieve this, we work in partnership with schools and units across Harvard by sharing best practices, supporting and expanding programs that encourage engagement across differences, and ensuring pathways for full community participation are accessible to all members of the University. Our initiatives develop skills to bridge ideological divides and emphasize the importance of maintaining respectful relationships, even in the face of disagreement. As such, we seek to attract and retain a team comprising a wide variety of experiences, backgrounds, and perspectives in support of this vision.

Job-Specific Responsibilities:

Reporting to the Senior Director Strategic Communications and Initiatives, with a dotted line to the Chief Community and Campus Life Officer (CCCLO), this position is a highly collaborative role that will be a key contributor and supporter of the team. At CCL, we embrace change and adaptability. We seek individuals who set ambitious goals and appreciate that no two workdays are exactly alike. The Executive Assistant/Project Coordinator will provide fast-paced, executive and administrative support to the CCCLO and ensure smooth daily administrative operations of the office. The Executive Assistant/Project Coordinator is an integral part of the operations for the Executive Office team and will be expected to proactively participate in and facilitate team meetings and office gatherings.

Position Description:

The Executive Assistant/Project Coordinator will participate in a wide range of projects identified as priorities by the CCCLO and the Senior Director Strategic Communications and Initiatives. These projects span multiple aspects of the organization and include, but are not limited to:

• Executive assistance for the CCCLO and related office administrative management. Including managing calendars, planning, scheduling, and preparing materials for meetings; scheduling and booking travel, composing and distributing meeting minutes; coordinating/planning office events/meetings, maintaining office supplies, coordinating IT/space needs, and processing invoices and expense reports.
• Coordinating and staffing University-wide committees, networking meetings, and events
• Drafting correspondence on behalf of the CCCLO
• Conducting high-level research and preparing briefing memos
• Coordinating event logistics for office meetings
• Developing a CCL support-staff network to disseminate resources and policies
• Triaging and facilitating communication between the general CCL email inbox and phone line and the broader CCL team.
• Support the onboarding of new staff, fellows, and interns

Qualifications:

Candidates MUST meet the following basic qualifications in order to be considered for this role:

• A minimum of five years of progressive administrative and/or project coordination experience.
• Computer skills, including Microsoft Office suite of programs (Word, Excel, SharePoint, OneDrive, and Outlook), and Google suite of programs (Google Docs, Google Spreadsheets, and Google Calendar) required
• Education beyond high school may be applied toward years of experience

Additional Qualifications and Skills:

• Bachelor's degree is strongly preferred
• Demonstrated experience handling complex scheduling and prioritizing/executing multiple tasks while meeting deadlines
• Ability to prioritize and execute multiple tasks and meet deadlines with minimal supervision
• Able to anticipate principal and stakeholder needs and deliver high levels of customer service
• Fluency or demonstrated interest in pluralism and community and culture-focused work preferred

Standard Hours/Schedule: 40 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.

Work Format Details:

This is a position that is based at a Harvard campus location with some remote work options available. 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.

Salary Grade and Ranges:

This position is salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits:

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement:

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.