Executive Coordinator HUIT - Cambridge - Harvard University

Description

Executive Coordinator

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to delivering service and technological solutions in support of teaching, learning, research and administration. 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

The Executive Coordinator reports to the Chief of Staff and provides advanced executive support to members of the Harvard University Information Technology Senior Leadership Team (HUIT SLT), with a focus on strategic planning, coordination, and alignment across leaders while managing day-to-day logistics. This role requires exceptional judgment, discretion, and a high level of independence, along with the ability to anticipate needs, reflect the principal's voice and priorities, and consistently present a polished, professional demeanor in all interactions.

As part of the HUIT Administration team, the Executive Coordinator collaborates closely with peers to ensure consistent, high-quality service and cross-coverage for multiple leaders.

Job-Specific Responsibilities:

• Provide daily and long-term executive support by managing complex calendars, anticipating conflicts and dependencies, preparing leaders for upcoming priorities, and connecting related activities across the leadership team.
• Independently manage competing scheduling demands, recommend prioritization, and make trade-off decisions to ensure leaders focus on the highest-value activities.
• Prepare meeting agendas, briefing materials, and follow-up notes, tailoring content, tone, and format for how information will be consumed (e.g., executive brief, email summary, talking points). Maintain accurate and confidential records, documentation, and communication flows.
• Anticipate the principal's needs and prepare polished, well-organized materials that reflect their voice and priorities.
• Support planning and execution of meetings, retreats, and events. Coordinate and manage travel, reimbursements, and financial reconciliations.
• Collaborate with colleagues to provide seamless support for the Senior Leadership Team and ensure continuity of operations, providing coverage as needed.
• Coordinate with stakeholders across HUIT and the University to align executive activities with institutional priorities and ensure smooth collaboration.
• Design and streamline processes and materials with the end user in mind saving time, simplifying follow-up, and supporting decision-making for the principal.

Basic Qualifications:

• A cover letter is required.
• Minimum of five (5) years of administrative support experience, including at least three (3) years supporting senior leadership.
• Proficiency with Microsoft Office, Google Workspace, Zoom, and other collaboration tools.

Additional Qualifications and Skills:

• Exceptional organizational, communication, and writing skills, with the ability to synthesize complex information for executive audiences.
• Demonstrated ability to exercise sound judgment, manage competing priorities, and maintain confidentiality with discretion.
• High level of professionalism, organizational awareness, and interpersonal effectiveness.
• Experience in higher education, mission-driven, or large, complex environments preferred.
• Demonstrated strengths in:
• Executive Perspective: Considers how work products will be used, ensuring they are accurate, actionable, and aligned with the principal's communication style.
• Anticipation: Thinks several steps ahead to minimize the principal's effort and maximize impact.
• Efficiency Mindset: Designs processes, documents, and communications that save time and effort for others.
• Polished Communication: Produces materials that require no additional editing, formatting, or context.

Additional Information:

• For consideration, please include a cover letter.
• This role is a fully onsite, 5-day-per-week, 40-hour-per-week position.
• Harvard University is unable to provide visa sponsorship for this position.
• Pre-employment screening required.
• This role will have a 90 day orientation and review period.
• As part of the recruitment process, candidates selected for further consideration may be required to submit writing samples and/or additional materials.

Work Format Details:

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges:

This position is salary grade level 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits:

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement:

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.