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Harvard University Executive Assistant in Cambridge, Massachusetts

53698BRAuto req ID:53698BRJob Code:403040 Coordinator II Location:USA - MA - Cambridge Business Title:Executive AssistantSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

5 or more years of administrative support or related experience in a business or customer service environment. Education beyond high school may count toward some, though not all, experience.

Additional Qualifications and Skills:

Solid working knowledge of office processes and systems, and of related computer software and electronic communications tools. Proficiency in Mac OS. Proven interpersonal skills with experience providing complex administrative support to one or more. Ability to work across teams and with a variety of projects and constituencies.

We are looking for people who have:

  • Initiative and a knack for anticipating problems and taking ownership of the work to help the faculty member accomplish professional goals

  • A proactive approach to work with an ability to quickly pivot and adapt

  • Curiosity and creative problem-solving skills, with an ability to work independently and ask good questions

  • Ability to prioritize work and remain highly organized, especially given competing priorities

  • A high level of professionalism and reliability, with an understanding of the importance of maintaining confidentiality

  • Willingness to learn new systems and processes

  • A collaborative spirit in working with peers to resolve issues

  • Ability to bring their authentic selves to work and contribute to a diverse and positive work culture

Additional Information:Be a part of excellence and leadership in legal education and scholarship at Harvard Law School. We are a community of talented people from diverse backgrounds, lived experiences, and perspectives, dedicated to advancing the cause of justice all over the world. We value our differences and our diversity as a source of strength. We are committed to developing and inspiring our students and our workforce. Whoever you are, whatever you do, however you do it, Harvard Law School (https://hls.harvard.edu/) is a place where you can thrive.

All offers to be made by HLS Human Resources.

Department:Faculty Support ServicesPre-Employment Screening:Identity Schedule:40 hours per week; Monday through Friday, 8-5 or 9-6Job Function:Faculty & Student Services, General AdministrationJob-Specific Responsibilities:

As an Executive Assistant you will:

  • Be the first point of contact for a high volume of inquiries from the press, students, colleagues, and other constituents.

  • Manage a busy and complex calendar and schedule and provide comprehensive support for meetings, events, and dinners from scheduling to completion. Make travel arrangements and hotel accommodations and prepare detailed itineraries in advance of each trip.

  • Facilitate the hiring process for student workers and program fellows from posting to onboarding, which includes collecting and materials to the fellowship committee for review and arranging interviews. Work with Teaching Fellows on scheduling class coverage and compiling student lists to track absences, participation, and cold calls.

  • Provide comprehensive support for classes whether remote or on-campus, including managing the course website, setting up and supporting classes on Zoom, editing cases and course materials, obtaining copyright permission, and preparing teaching materials such as seating charts, notes, and casebooks. Arrange all ITS (Information Technology Services) needs for course, arrange office hours, enter grades, and prepare exams, and arrange travel, accommodations, dinners, and office space as needed for guest speakers.

  • Manage a high volume of requests for recommendation letters. Perform general administrative duties including updating the faculty biography, keeping track of press for the annual report, shipping materials, and updating the faculty member’s personal website and the EELP website and social media as needed.

  • Process payments, invoices and corporate card statements for program and faculty member. Order all supplies for office and student events, and welcome donors and visitors to the office. Monitor budget and financial reports to track EELP spending, and work with the Finance Office on budget and grant awards; manage and maintain financial documents.

  • Support the EELP hiring process from posting to onboarding. Set up contractors and approve hours as needed, manage the research assistant hiring process from posting to onboarding and approving weekly time, and set up RA (Research Assistant) lunch talks.

  • Coordinate both small and large-scale events throughout the year, including meetings with VIPs and media, dinners, welcome reception, and conferences. May involve local travel in the Cambridge/Boston area.

School/Unit:Harvard Law 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.Job Summary:

Harvard Law School’s Faculty Support Services Department (FSS) is dedicated to providing approximately 200 faculty members and instructors with the high-quality assistance they need to successfully teach, conduct research, and advance scholarship. While each assistant works directly with members of the faculty—often acting as a liaison between students, other instructors, and various Law School and University administrative departments—our department comprises a collaborative and supportive team of assistants who are committed to collecting and sharing the most effective methods of administrative support. 

Faculty Support Services seeks an experienced Executive Assistant (EA) who can fulfill this dual role as an independent problem-solver and enthusiastic team member. The EA will provide high-level support to a tenured faculty member in their role as faculty director of the Environmental and Energy Law Program (EELP).

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