Executive Assistant - Cambridge, United States - Harvard University

Harvard University Cambridge, United States

1 week ago

Description

Basic Qualifications

5+ years of related administrative support experience
Prior experience with complex calendar, expense, and travel itinerary management and support for a senior executive

Additional Information

Learn more about our work culture and see yourself at Harvard Kennedy School.

We regret that the Harvard Kennedy School does not provide visa sponsorship.

Harvard University requires pre-employment reference and background checks.

Harvard University is committed to supporting a healthy, sustainable learning and working environment.

This is a hybrid position based on our campus in Cambridge, MA.

As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows.

The position is required to work in-person on campus a minimum of three days per week during the academic year.

Specific days and schedule will be determined between you and your manager.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Salary Range:
$64,051 - $101,923

Note:

Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

Position Description

This position contributes to the Alumni Relations and Resource Development office's ability to cultivate relationships with alumni, donors, and friends and to meet and exceed department revenue and fundraising goals by providing support to the Senior Associate Dean across all her areas of responsibility.

Provides general office support including but not limited to answering phones, responding to phone and email inquiries, maintaining calendars, filing, and managing data updates in the development database.
Schedules meetings/coordinates and confirms appointments, makes travel arrangements. Coordinates extensive travel arrangements including international travel for Dean and Senior Associate Dean, and associated faculty as it pertains to the ARRD team's work.
Compiles and prepares meeting/appointment and solicitation materials. Researches and prepares background information, drafts high level strategy briefings for Dean, faculty, senior administrators and volunteers, and drafts correspondence or other communications.
Manages program activities and logistics for the Dean's Executive Board, including scheduling, recruiting speakers, drafting agendas, presentations, or other materials, tracking participation and drafting high level strategy briefing for the Dean and other key meeting participants. Will participate in meeting calls and draft all follow-up notes and debriefs.
Interacts frequently with donors and/or their staff representing the Sr. Associate Dean and HKS to provide ad-hoc follow up on questions, including direct correspondence and calls.
Tracks prospects in the Sr. Associate Dean's portfolio documenting strategies and moves and ensuring that assignments are up to date and all activities are documented.
Represents IGT staff assistant and coordinators team at ARRD Management meetings as needed, communicating needs, offering insight, and proactively informing systems and procedures with an eye to improving quality, productivity and efficiency.
Researches prospects and program information; manages routine data pulls and reporting and provide data analysis as needed using Advance, Qlikview, MS Word, and/or Excel; and follows up on requests to review gift terms and other gift related questions as needed.
Works with the Communications staff to ensure talking points are written for the Sr. Associate Dean or other senior administrators for speaking engagements.
As a member of the Alumni Relations and Development Office team, takes on critical project work as needed. May include working on fundraising project planning efforts, development committee meetings or events, and drafting reports and presentations.

The above covers the most significant responsibilities of this position.

It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

Job Summary

The coordinator manages scheduling/calendar coordination, preparing meeting briefings and agendas, drafting/editing/proofing and mailing correspondence, and providing general office support such as processing expenses and making travel arrangements.

They also provide project management and other activities in support of the Sr.

Associate Dean, including these key functions:

Interacts and collaborates with the HKS Dean's office, faculty, and other senior leaders at HKS, University Development Officers, fundraisers within HKS and across Harvard, as well as donors, alumni, and other volunteer leaders.
Assists with fundraising projects and engagement, specifically as they relate to the projects and prospects managed by the Sr. Associate Dean.
Plays a critical role in assisting the Sr. Associate Dean with all activities associated with the Dean's Executive Board, a high-level advisory group to the Dean and the School.
Serves as a first line of connection with staff, and may be asked to represent the Sr. Associate Dean at meetings or events.

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