Executive Assistant/Administrative Coordinator

Role : Executive Assistant and Administrative Coordinator

Job ID : HUJP00009168

Location : Cambridge, MA 02138-(Hybrid-3 days onsite : Tuesday, Wednesday, Thursday )

Top Skills :

Should have supported high level executive experience with concur for reimbursements high calendar management.

General Job Description :

This Executive Assistant and Administrative Coordinator reports to the Chief Information Officer (CIO) and has two primary roles : (1) Executive Assistant for CIO and (2) Administrative Coordinator for the Information Technology Department.

1) For the CIO, this position provides personal administrative support such as managing the CIO’s very busy calendar / schedule;

scheduling leadership, committee and team meetings; collecting, developing, and organizing information; composing and editing correspondence, presentations, and documents; and more.

2) For the IT Department, this position is responsible for performing various administrative

and financial management functions, including coordination for : procurement, contract management, administrative support to IT related committees and project teams;

communication with vendors and other external parties; invoice processing; general ledger transactions; and scheduling meetings

Specific Responsibilities :

Manages the CIO’s calendar and responds to scheduling needs and requests from both internal

and external sources

• Schedules leadership, committee and team meetings
• Collects, develops, and organizes information
• Composes and edits correspondence, presentations, documents and more.
• Schedules and plans departmental meetings and events
• Communicates closely with vendors and other external parties; acts as department liaison and

primary point of contact for individuals outside of HKS

• Coordinates candidate interviews / external party visits and communication
• Maintains departmental record keeping and filing, including contracts and confidential

personnel and financial data

Supports procurement and contracting processes for school-wide purchases of software,

hardware and leased computers. This includes working with the various departments regarding

the planning and budgeting of their leased personal computers.

Supports, documents, and communicates on behalf of working groups and task forces

Information Technology Advisory Group, IT Affinity Group, Risk Management Committee, etc.)

Receives, routes, prepares, and monitors department’s financial transactions using Harvard’s

financial systems; prepares information for budget analysis

Stocks / inventories departmental supplies, routes mail, maintains departmental technologies

copier, fax, printer)

Basic (Required minimum) Qualifications :

Minimum of 3 years executive or office administrative experience

Additional Qualifications :

• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Experience in a high profile environment providing complex administrative support
• Excellent oral and written communication skills
• Ability to prioritize and manage multiple and ongoing demands
• Excellent attention to detail
• Ability to effectively work and communicate with a variety of personalities, skills, and levels
• Results oriented
• Ability to demonstrate personal initiative and creative problem solving
• 5 plus years of experience preferred
• Experience with financial management and accounting
29 days ago