Executive Assistant

Position Description

Harvard's Financial Administration Department (FAD) is responsible for the stewardship of the University’s finances, including related business processes and technology. FAD is dedicated to supporting the teaching and research mission of the University by providing outstanding financial services to the Harvard community; by providing support, guidance and consultation; by working to ensure compliance with University and federal guidelines; by mitigating risk; and by promoting the financial health of the University.

As a member of the FAD Office of Finance & Administration (OFA), the Executive Assistant provides a wide range of complex administrative support duties for the Director of Treasury in the Office of Treasury Management (Director), and the Assistant Vice President, Office of Financial Strategy and Planning (AVP). The Executive Assistant anticipates daily needs, works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities, handles confidential information, anticipates and resolves a wide variety of issues, and supports the day-to-day administrative operations of the departments. The Executive Assistant reports to the Manager, Administration and Operations in OFA.

Provides a wide range of complex administrative support duties for the Director and the AVP, including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepares detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages Corporate Card and reimbursement processing for the Director and the AVP, including collecting receipts and knowing/applying relevant policies and guidance.

Additional responsibilities include:

• Serves as administrative contact for University constituents and external contacts. Develops, communicates, implements, administers departmental office policies, guidance, processes, and procedures.
• Provides guidance on reimbursement requests for department staff. Processes invoices. Reviews PCard expenses and processes Department Card expense reports. Reviews monthly non-personnel budgets and assists with budget forecasting.
• Maintains departmental contact lists and organizational documents.
• Makes edits to the department website, assists with the management of the department SharePoint site, and updates other department web-based systems, as needed.
• Assists with the coordination of Harvard University IT support for department.
• Reports equipment and building maintenance issues.
• Assists with new hire onboarding, including new employee setup and office orientation.
• Assists with digital and physical management of department files.
• Works with OFA to support organization-wide functions and activities. Provides cross-organizational support and backup as needed.
• May participate in departmental staff meetings, documenting decisions and monitoring follow-up.
• Assists with the coordination of large meetings and events, including local conferences, training sessions, and department events. Arranges catering.
• Makes conference and travel arrangements for department staff, knowing and applying relevant policies and guidance.
• Purchases and maintains inventory of office supplies.
• Distributes mail.
• Performs other related duties as required and assists with special projects.

Basic Qualifications

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• 5+ years of related experience with demonstrated office administration and/or customer service skills
• Demonstrated proficiency with MS Office applications

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• The Executive Assistant should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas.
• Demonstrated ability to handle confidential and sensitive information in a professional manner with discretion and sound judgment
• Demonstrated ability to learn new technologies
• Attention to detail, ability to multi-task, analytical and problem-solving skills
• Strong interpersonal communication skills, written and verbal; demonstrated ability to build strong professional relationships and develop trust
• Demonstrated ability to work independently and collaboratively
• Demonstrated initiative and resourcefulness
• Excellent organizational skills with demonstrated ability to prioritize with multiple, conflicting, and/or changing demands
• Accountability and sound judgement

Working Conditions

Interview and onboarding activity for this position may be conducted via telephone & Zoom video conferencing, based on the department’s current presence on campus.

This position will be based in Cambridge, MA. Due to the COVID-19 pandemic, you will begin your work remotely. All remote work must be performed in a state in which Harvard is registered to do business (CT, MA, MD, ME, NH, NY, RI, and VT). The fully remote nature of this job is only temporary. Once the University and your supervisor determine that it is appropriate, in-person on-campus work will be required as a condition of continued employment. FAD is currently developing hybrid workplace models which will actively support some remote work (within a state in which Harvard is registered to do business) where business and team needs allow. Individual flexible and remote work options for this role will be discussed during the interview process.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Harvard continues to place the highest priority on the health, safety and wellbeing of its faculty, staff and students, as well as the wider community. Information and details can be found via Harvard’s Coronavirus Workplace Policies website: https://hr.harvard.edu/corona-virus-workplace-policies.

Additional Information

Please provide a cover letter with your application and upload as one document.

Please note:

• Harvard University requires pre-employment reference and background screening.
• We are unable to provide work authorization and/or visa sponsorship.
• This position has a 90-day orientation and review period.

More about FAD:
FAD is committed to an engaging and diverse culture, strong values, and client partnership. The department is led by the Vice President for Finance (VPF), is comprised of eight reporting units:

• Office of the Controller
• Office of Finance and Administration
• Office of Financial Strategy and Planning
• Office for Sponsored Programs
• Office of Treasury Management
• Risk Management and Audit Services
• Strategic Procurement
• Capital Planning and Project Services

For more about the Financial Administration Department and its 8 reporting units, see: http://finance.harvard.edu

Total Rewards:
Harvard’s Total Rewards Program is designed to attract, retain, and reward the performance of talented employees. As a Harvard staff member, you enjoy many perks that come with working for one of the top employers in Massachusetts, including:

Flexible work environment: FAD supports flexible work arrangements where business needs allow.

Time off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.

Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans.

Retirement: University-funded retirement plan with full vesting after 3 years of service.

Tuition Assistance Program (TAP): $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.

Harvard University Employees Credit Union: Our employees credit union provides a complete line of services for all your financial needs. https://huecu.org

Transportation: 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.

Wellness options: A variety of programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health services.

Access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Learn more: https://hr.harvard.edu/totalrewards

Accessibility:
Harvard University IT plays an important role in supporting Harvard's commitment by seeking to create, procure and deploy technologies that are accessible to all, including and especially those who live with disability. Harvard welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact our University Disability Resources Department.

Job Function

General Administration

Location

USA - MA - Cambridge

Job Code

403035 Executive Assistant

Sub-Unit

-

Department

Office of Finance and Administration

Time Status

Full-time

Salary Grade

054

Union

99 - Non-Union, Confidential Non-Ex

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.