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Harvard University Executive Assistant in Cambridge, Massachusetts

52572BRAuto req ID:52572BRJob Code:403035 Executive Assistant Location:USA - MA - Boston Business Title:Executive AssistantSub-Unit:------------ Salary Grade:054Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications: Minimum of 5 years of experience in an administrative environment.Additional Qualifications:BA preferred. Strong organizational skills, highly responsible and motivated, work well independently and with team, ability to prioritize, perform multiple tasks simultaneously under pressure. Stewardship/development experience preferred with demonstrated ability to engage, inform, and interact with donors/prospects. Must have excellent writing and communication skills. Must be able to manage programmatic details. Ability to communicate with highly diverse group of people and exhibit sensitivity to cultural differences. Strong computer and technology skills required.Additional Information:This is a two-year term position from date of hire, contingent upon performance and continued availability of funding to support the position.

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 complementary 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.

Department:Diversity Inclusion and Community PartnershipPre-Employment Screening:Credit, Criminal, IdentitySchedule:35 hours/week | Monday-Friday | 9:00am to 5:00pmJob Function:General Administration Job-Specific Responsibilities:Oversee Dean’s calendar and travel schedule, coordination of meetings and conference calls. Draft correspondence, speech agreement/contracts, and respond to incoming inquiries. Serve as liaison between Dean and faculty, residents, students, and staff. Facilitate communication between Dean and foundations, federal and private agencies, community organizations, schools, affiliated institutions and HMS community. Manage and monitor usage of corporate card expenditures and work with Finance Associate to process expense reports and reconcile monthly statements. Prepare reimbursement forms and follow up with hosting organizations. Contribute to development and management of office’s strategic planning efforts, programs and activities. Develop, coordinate and execute conferences, events and activities for potential funders/donors, plus faculty and alums (particularly as they relate to development/fundraising), including but not limited to, identifying and negotiating space and catering contracts with hotels and external agencies at local, regional and national conferences, general oversight of logistics for project delivery ( e.g. coordinate and staff planning committees, databases, mailings production, timelines, RSVPs, registration, parking, etc.). Assist Director of Administration and Associate Director, Minority Faculty Development Program with other DICP projects and tasks.Provide administrative support for development efforts and assist in the development of additional funds consistent with the office mission and goals. Maintain database of donor records and potential donors, maintain accurate mailing lists. Create and oversee donor/fundraising correspondence, including letter of the dean. Coordinate and facilitate correspondence and activities of the Office’s donor information. Coordinate and facilitate Harvard committees, including maintaining communication with committee members and directing logistics as needed.School/Unit:Harvard Medical School EEO Statement: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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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