The Department of Cell Biology at Harvard Medical School is looking for a talented and highly motivated candidate to serve as an Executive Assistant to the Chair. The successful candidate will also work closely with the Directors of Research Administration and Administration and Finance.
The ideal candidate will handle complex situations and multiple responsibilities. The candidate must balance long-term projects while understanding the immediate needs of the Chair's Office. The candidate will have the capability to interact with all levels of administration at the Medical School, departmental faculty, trainees, and external academic and industry professionals.
Job Functions: Provide daily administrative support to the Chair, including correspondence management, calendaring, meeting scheduling, arranging domestic and international travel, and submitting reimbursements. Prepares chair for meetings, appointments, and teaching responsibilities by providing agendas, itineraries, supporting research materials, figures/slides, and catering as needed. Coordinates faculty recruitments and campus visits, including publicizing searches, managing applicant database, and arranging schedules, room reservations, accommodations, transportation/parking, security, facilities, AV, and catering. Drafts and prepares correspondence to faculty and university administration. Provides administrative support for departmental activities, including courses, grants, and award nominations, by scheduling meetings, collecting data, preparing figures/slides, and handling document submissions. Schedules laboratory group meetings and interview visits, orders and inventories lab supplies, and works with grants managers. Creates and maintains content on departmental websites and other digital media. Maintains databases and organizes electronic and paper files.
Provides ad hoc administrative support to other faculty, as time permits, including scheduling meetings, researching topics online, preparing figures/slides, managing correspondence, arranging travel, etc.
Provides miscellaneous additional administrative and clerical support consistent with the role, including but not limited to, ordering supplies, photocopying or scanning, faxing, organizing files, and researching topics online. When necessary, provides backup coverage for departmental administrative staff.
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.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Two or more years of related experience in a busy office environment.
College degree (BA/BS) preferred plus relevant experience. Must be detail-oriented and have the desire and ability to produce high-quality work. Requires the ability to multitask and prioritize work by considering importance, urgency, and potential implications. Excellent organizational, interpersonal, and communication skills (verbal and written). Ability to interact pleasantly, diplomatically, and professionally with faculty, students, postdocs, staff, and visitors. A positive attitude and enthusiasm when working independently and as part of a team. Excellent word processing/computing/graphics skills (Mac and PC platforms, Microsoft Office suite, Acrobat suite, PowerPoint, Keynote, and Outlook email, and calendars). Demonstrates discretion when handling confidential information and sensitive financial documents. Customer service and academic setting experiences are 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.
Internal Number: 45031BR
About Harvard University
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. The 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.