The Executive Assistant reports directly to the President/CEO of Harvard University Employees Credit Union. He/She performs a wide range of complex and confidential administrative support duties for the President/CEO, the Senior Management Team, and the Board of Directors. He/She ensures smooth scheduling and daily operations within the 70+ person administrative offices, including reception desk duties.
Primary responsibilities include, but are not limited to:
Support the President/CEO and Senior Management Team:
Manage the President/CEO's schedule and calendar - coordinating and scheduling meetings, events and reminders
Develop effective systems for managing the executive team's administrative needs.
Communicate with the Directors, staff, and community on behalf of the executive team.
Discretely manage sensitive and highly confidential information with poise.
Identify and resolve potential scheduling conflicts by proactively examining calendars and keeping organized files.
Plan detail-oriented meetings, and prepare related agendas, documents, and logistics.
Maintain organized files and records.
Coordinate meeting documents, agendas, locations, and catering.
Print, copy, fax, mailings, and filing duties, as needed.
Support the Board of Directors:
Plan and manage all aspects of the monthly Board meetings - collect responses to ensure a quorum will be met in advance, coordinate location and catering, assemble materials, and take minutes.
Manage documents and create content on the director's online library for further review and voting purposes.
Assist Board Officers and committee Chairs in arranging monthly and quarterly committee meetings.
Coordinate convention and training session travel arrangements, related budgets, and track reimbursements.
Plan and execute the public Annual Meeting and Election on behalf of the Board Governance Committee.
Office management, administration, and reception duties:
Purchase inventory and organize office supplies in the copy and mail room.
Research competitive prices of office equipment, as requested.
Coordinate all aspects of office events/meetings - catering requests, room layout, and audio visual setup.
Manage conference room calendars.
Communicate emergency information from building management - such as, fire alarm and elevator safety tests.
Organize vendor communication and contract files.
Arrange weekly, monthly and annual member mailings - format data, print letters, fold and stuff envelopes.
Maintain a clean and neat appearance of the facilities, including the kitchen and lunch room.
Greet visitors with a cheerful, professional demeanor.
Screen calls discretely, distribute messages when necessary.
Coordinate groups and escort guests upon arrival.
Provide signatures for deliveries - sort, distribute, ship and track packages.
Coordinate reception coverage during breaks.
Complete other duties, as assigned.
Please note: Harvard University Employees Credit Union requires a pre-employment reference and background screening, including OFAC.
Harvard University is unable to provide work authorization and/or visa sponsorship.
This position has a 90-day orientation and review period.
The Harvard University Employees Credit Union (HUECU) is one of the fastest growing Credit Unions in the country and a leader in our industry. As a not for profit cooperative, we put our members' best interests first in all that we do. We are passionate about service and fanatical about solving problems. Integrity and transparency are the foundation of HUECU's philosophy. Our mission is to enhance our members' lives by developing and offering trustworthy products that are easy to understand, easy to use and best suited to meet their financial needs.
With fewer than 100 employees, HUECU has a dynamic small-business atmosphere where every member of the team has a significant impact on our success. Our headquarters and flagship branch are located in the heart of Harvard Square, surrounded by shops, restaurants, and the vibrant University community. HUECU staff are employed by Harvard University and enjoy competitive salaries and a robust benefits package including: medical and dental insurance, employer funded retirement accounts, 50% discounted MBTA passes, tuition assistance, 3-4 weeks paid vacation, and much more.
We're looking for some talented, member-centric stars to join our growing team. If you have energy, enthusiasm, and thrive in a fast-paced environment, you should check out the career opportunities with HUECU.
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.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
High school diploma required.
A minimum of three years related experience in an administrative role, with a preference for prior experience in complex Executive level support.
Experience working at a cooperative, financial institution, or in higher education.
BS/BA degree preferred.
Demonstrated experience planning and managing projects and events.
Excellent communication, organizational, and interpersonal skills with experience handling confidential information with discretion and tact.
Excellent customer service skills with an ability to anticipate and resolve problems to effectively fulfill these responsibilities.
Problem-solving skills and impeccable attention to detail and follow-through are essential.
Must be proficient in Microsoft Office suite of products; Word, Excel, PowerPoint.
Ability to prioritize demands and execute on numerous tasks simultaneously, both independently and as part of a team.
Position may require travel to all branch locations in the Cambridge, Boston and Somerville areas.
Must be able to lift from 25lbs. to potentially up to 50lbs., on occasion.
**We ask that all applicants include a cover letter with their application. Please upload as one document**
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.