The Executive Assistant provides a wide range of highly skilled administrative and executive support for the Director of the Office of Treasury Management, the Director of Strategic Procurement, and the Associate Directors within those departments. Dotted line reporting to the Director of Finance and Administration.
The Executive Assistant anticipates daily needs; works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities; anticipates and resolves a wide variety of issues, and performs the day-to-day administrative operations of the department.
Provides core administrative support to members of the Office of Treasury Management and Strategic Procurement, including calendar management, scheduling meetings, preparing correspondence, supporting the preparation of PowerPoint presentations, etc. Other responsibilities include arranging catering, ordering office supplies, set-up and orientation of new hires, drafting communications, copying, filing, distributing mail, maintaining internal directories and lists, coordinating yearly archiving process, creating forms, and maintaining and editing the department website. Responsible for the orchestration of travel arrangements (sometimes complex), management and processing of travel expenses, invoices, and reimbursements. Develops and updates administrative systems for efficient office management, reports all equipment and building maintenance issues, maintains inventory of all office necessities. Coordinates the department's desktop support, including new software and hardware installations, upgrades, problem tickets to helpdesk, meeting and AV set up, etc. Assists with special projects and events and performs other duties as assigned.
Work in conjunction with the Administration staff within the organization to support organizational-wide functions and activities, such as on-boarding, event management, and building/space issues. Provide cross-organizational support and backup as needed.
The Executive Assistant should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas. Must have learning agility, capacity, and desire to understand needs across the organization and handle confidential material with tact and discretion.
Please note: Harvard University requires pre-employment reference and background screening.
Harvard University is unable to provide work authorization and/or visa sponsorship.
This position has a 90-day orientation and review period.
Harvard offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.
Harvard's Financial Administration Department (FAD) is dedicated to supporting the teaching and research missions of Harvard University by providing outstanding financial services to the Harvard community; by providing support, guidance and consultation; by working to ensure compliance with University and federal guidelines; by mitigating risk; and by promoting the financial health of the University.
FAD is responsible for oversight of the University's finances, including efficient and accurate transaction processing, financial reporting, budgeting and financial planning, cash and debt management, internal audit services, risk management and sponsored program administration, and administrative systems services.
The department, led by the Vice President for Finance (VPF), is comprised of eight reporting units:
Financial Systems Solutions
Office of the Controller
Office of Finance and Administration
Office of Financial Strategy and Planning
Office for Sponsored Programs
Office of Treasury Management
Risk Management and Audit Services
To consistently deliver high-quality, innovative service and leadership in financial planning, analysis, operations and compliance, in support of Harvard's teaching and research objectives.
We aspire to provide the Harvard community with outstanding financial services to enable the dissemination of knowledge and the advancement of intellectual discovery. We commit to steward the University's assets efficiently, such that resources are assured for current and future generations of faculty and students.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
3-5 years of administrative or related experience in a dynamic environment.
Very strong proficiency with all MS Office applications as well as in working with various file formats.
Must be detail oriented and possess excellent interpersonal, organizational, analytical, problem solving, written and oral communication skills.
Must have proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.
Must be able to deal with confidential and sensitive material/information in a professional manner and handle information with discretion and sound judgment.
Demonstrated ability to work independently and as a team player.
Must be comfortable with learning new technology.
Experience with Harvard's financial systems preferred.
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.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.