Harvard University Executive Assistant in Cambridge, Massachusetts
Auto req ID 42503BR
Business Title Executive Assistant
School/Unit Harvard Medical School
Location USA - MA - Boston
Job Function General Administration
Time Status Full-time
Schedule 35 hrs/wk, Monday-Friday
Department Alumni Affairs and Development
Salary Grade 054
Union 55 - Hvd Union Cler & Tech Workers
Duties & Responsibilities Provides consistent and professional administrative support for the Dean for Resource Development who heads a 50+ person development staff focused on securing $100M+ in funding annually for Harvard Medicine. Supports the Executive Director of Development and Alumni Relations with scheduling, meeting logistics, correspondence, administrative projects, reporting, and data analysis.Plans and executes a wide variety of time-sensitive, day-to-day activities including managing the Dean for Resource Development’s calendar, greeting visitors, preparing agendas, documenting and driving follow-up activities. Also responsible for longer term projects as assigned.Responsible for managing all communication with the Office of the Dean of the Faculty of Medicine including securing time for donor meetings and coordinating all donor correspondence.Provides assistance to Dean for Resource Development and the Dean for Faculty of Medicine in planning and executing fundraising trips.Interacts with administration and faculty leadership across the University, Medical School and teaching hospitals, as well as with the members of the Harvard Medical School Board of Fellows, principal gift donors, alumni, and fellow ORD staff. Responsible for general correspondence, call reports, meeting notes and briefings, and for maintaining files. Ability to take dictation and provide transcription. Schedules meetings (including staff and committee meetings), answers telephones, responds to emails, makes photocopies, makes travel arrangements, and processes expense reports. Assists the Dean in communicating with prospects and donors. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence. Gathers and analyzes information required for reporting.Requires confidentiality, discretion, good judgment, self-knowledge and personal maturity. Participates and organizes in department-wide initiatives (events, special projects). Performs other duties as required.
Basic Qualifications Five or more years of related experience in an administrative and/or professional setting. Education beyond high school may count toward years of experience.
Additional Qualifications Five-plus years of executive assistance preferred. Excellent Windows-based computer skills (Word required, Excel and PowerPoint desirable but training can be provided); ability to learn software quickly; outstanding interpersonal skills; well organized, able to prioritize and manage multiple assignments; must possess a sophisticated communication style and be able to handle any situation. Flexibility, discretion, and multitasking skills are essential. and must be employed on a daily basis; superior writing, email, calendar, speaking, and computer skills; must understand the methods required to support a senior position. Follow-through, thoroughness, efficiency, honesty, integrity, and transparency will be expected. An intuitive sense of customer service is essential.
Pre-Employment Screening Identity
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 or any other characteristic protected by law.