| As a member of a coordinated administrative support team, the Executive Assistant provides a wide range of highly skilled administrative and executive assistance to the Vice President and University Chief Information Officer (UCIO). As part of this administrative team, the EA will be called upon to provide a broad array of administrative support activities. The Executive Assistant performs complex administrative duties with the highest degree of confidentiality and judgment. This individual will be responsible for the management of the day-to-day affairs of the UCIO and will assist with the coordination of related aspects of the activities in the office. Will anticipate the daily needs of the UCIO; work independently with minimal supervision in an environment of multiple and sometimes conflicting priorities and anticipate and resolve a wide variety of issues.|
Additional responsibilities include:
Establishes and implements effective office practices, processes and quality control measures and maintains accurate and organized paper and electronic files.
As support staff to a senior leader, the EA will interact with a wide variety of University constituents, including other senior executives, Harvard faculty, and students
UCIO Scheduling: Serves as the principal owner of the UCIO calendar. Triages meeting requests and refers as appropriate. Coordinates with other members of the UCIO's staff to arrange the calendar, briefings and other activities.
Daily Briefings: The EA will be responsible for preparing the UCIO's daily briefing folder (schedule and meeting materials) and will ensure timeliness and thoroughness, including reviewing content. Will take initiative; anticipate needs; and reach out to a variety of University constituents and the HUIT senior leadership team (SLT) in collecting materials for briefings.
Committees/Events: Responsibilities include organizing meetings, taking minutes and exercising independent judgment in prioritizing and following up on action items for committees and recurring meetings. Serves on the UCIO's events team, helping to organize Town Halls and other collaborative functions.
General Communications/Meeting Staffing: Drafts, proofreads, and edits documents; formats presentations, helps to coordinate conferences, speaking engagements and committee work for the UCIO.
Travel and Expense/Finance: The EA is responsible for making travel arrangements and preparing expense reports for UCIO. Will monitor financial matters pertaining to the UCIO's activities. The EA will be trained on Harvard financial systems and will assist with ordering supplies and reviewing Pcard transactions.
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 technology and business needs across the organization and help principals to connect and collaborate with other senior leaders within HUIT and Harvard.
Will assume responsibility for special assignments and projects at the request of the UCIO and/or Chief of Staff.
Harvard University IT is a community of Information Technology professionals committed to understanding our users and devoted to making it easier for faculty, students, and staff to teach, research, learn, and work through the effective use of information technology. We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines – and depth in specific areas of expertise. HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment. If you are a technically proficient, nimble, user-focused and accountable IT professional who also connects with the importance of collaborating well in a team environment we are looking for you!
Please note: Harvard University requires pre-employment reference and background screening.
Harvard University Information Technology is unable to provide work authorization and/or visa sponsorship.
This position has a 180-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.
Join Harvard University Information Technology (HUIT) to assure Harvard's leadership in IT!
More about HUIT:
Harvard University Information Technology (HUIT) is responsible for the strategy, planning, and delivery of information technology across the University.
To make it easier for students, faculty and staff to learn, research, teach, and work through the effective deployment and use of information technology.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers