Executive Assistant

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 in order 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 who can fulfill this dual role as an independent problem-solver and enthusiastic team member. The EA will provide high-level support to a senior faculty member and a Deputy Dean.

Job-Specific Responsibilities

As an Executive Assistant you will:

• Be the principal point of contact and liaison for University constituents, faculty, and staff, as well as external contacts from the press, government, and other universities.
• Manage two busy and complex faculty calendars to schedule and provide comprehensive support for meetings, events, office hours, appointments, and classes from scheduling to completion. Make travel arrangements and accommodations, and coordinate with appropriate individuals on the other end.
• Support faculty teaching by scheduling and setting up online classes on Zoom, and posting course materials, announcements, and student assignments/office hours via Canvas, the course management platform. Compile course packets and obtain copyright for course materials and prepare teaching materials such as seating charts and notes. Arrange all AV needs for the course, schedule office hours, enter grades, and prepare exams. Manage process for student paper submissions that are independent of classes.
• Transcribe audio interviews; proofread, format, check, and edit documents; conduct ad hoc internet and library research; and maintain a comprehensive and organized electronic filing system.
• Use Concur, Oracle, and B2P (Buy-to-Pay) financial platforms to process payments, invoices, reimbursements, and corporate card statements. Monitor faculty budgets and pay membership dues. Facilitate the hiring process for student workers from posting to start date.
• When on campus, coordinate and execute regularly occurring conferences and lectures, including arranging media, catering, guest outreach, materials, accommodation, and travel. This includes working with other faculty, assistants, and programs to coordinate and plan. Make complex domestic and international travel arrangements, accommodations, and itineraries for faculty and visitors to the Law School.
• Perform general office duties including photocopying, filing, ordering office supplies, placing catering orders, and reserving space for meetings and events. Proofread and process student recommendation letters.

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. 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:

• Curiosity and creative problem-solving skills
• The ability to work independently and ask good questions
• Ability to prioritize work and remain highly organized, and a proactive approach to work, especially given competing priorities
• A high level of professionalism and reliability, and the ability to quickly pivot and adapt
• An understanding of the importance of maintaining confidentiality
• Willingness to learn new systems and processes, and 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 is a place where you can thrive.

All offers to be made by HLS Human Resources.

Job Function

Faculty & Student Services, General Administration

Location

USA - MA - Cambridge

Job Code

403035 Executive Assistant

Sub-Unit

-

Department

Faculty Support Services

Time Status

Full-time

Salary Grade

054

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Schedule

35 hours per week; Monday through Friday- 9am to 5pm

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.