65621BRAuto req ID:65621BRJob Code:403040 Coordinator II Department Office 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:Minimum 5 years’ experience supporting senior/executive level staff.

Additional Qualifications and Skills:Microsoft Office and Google Suite of programs software experience. Excellent organizational skills. Great sense of composure in high impact environment with exceptional interpersonal, oral, and written communication skills. Ability to work well independently and a strong sense of exercising discretion and judgment in areas of responsibility. Should be able to work in strong partnership with other team members within the OVPR, central units, and academic departments. Should possess a high ability to prioritize and juggle multiple tasks under tight deadlines. Creative approach to problem-solving. Comfortable working in a fast-paced work environment where demands may need to be re-prioritized frequently. Knowledge of Harvard’s research environment, as well as University policies and procedures, a plus.

Additional Information: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. 

Department:Office of the President and ProvostPre-Employment Screening:Identity Job Function:General Administration Position Description:COMMUNICATION & GATEKEEPING

This position provides executive support through a wide range of highly skilled administrative services to the vice provost and senior assistant provost. S/he serves as principal administrative contact and liaison with researchers, other universities, governments, external stakeholders, visitors, media, and donors. The EAOM will provide a warm and welcoming environment for visitors and manage arrival details for various stakeholders, consultants, and vendors.

This position is responsible for management and quality control of high-level and high-volume email communications, and will compose and edit emails, letters, memos, reports, and detailed meeting agendas. The EAOM ensures briefing material are available in a comprehensive and well-managed online environment. Will compose and distribute meeting minutes. May also provide support for publication or submission of reports. Reviews, assesses, routes, answers and monitors and most importantly manages follow up action steps on correspondence.

CALENDAR & FINANCIAL MANAGEMENT

This position manages and coordinates the VPR and SAPR’s calendars, arranging complex meetings and handling meeting material preparation and logistics. This includes meeting scheduling, communications (including correspondence, email, and phone) and distribution of materials. Determines priority status of meeting requests; triages all requests; refers and schedules as appropriate. Arranges for meetings, appointments, and travel arrangements, adhering to university guidelines. Prepares/submits all reimbursement and expense reports. Maintains financial reports of expenditures. Organizes meetings on/off-site: Schedules recurring meetings; arranges catering as necessary, and manages media/tech support for all meetings. The EA is responsible for proactively managing calendars with attention to logistics and anticipating the needs well in advance.

EVENT COORDINATION

The EAOM occasionally coordinates OVPR-sponsored events, including conferences, seminars, annual retreats, and topic-specific events. Related duties may include, but are not limited to, scheduling speakers, processing reimbursements, exploring and organizing space, and coordinating vendors (including A/V support, transportation, and catering).

BROAD ORGANIZATIONAL SUPPORT

The EAOM develops and maintains an administrative support system for the OVPR broadly, creating processes that facilitate office-wide coordination of activities. S/he establishes and systems for important record keeping and communications management for the office. The EOM acts as the primary point of contact for building management and all space-related issues, and oversees the ordering of supplies as well as maintenance of equipment and resources for the Office. S/he organizes regular office-wide meetings.

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, and reach for items. This position requires extensive screen time as most work is performed with computer. Specific vision abilities required by this job include close vision, distance vision, color vision.

School/Unit:University Administration 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:This position will provide executive-level administrative support to Harvard University’s Office of the Vice Provost for Research (OVPR). The OVPR office functions across the University to encourage, cultivate, and coordinate high-impact academic research across Harvard’s schools and affiliated institutions.

The Executive Assistant and Office Manager (EAOM) will serve as the primary contact and liaison for internal and external stakeholders related to the Vice Provost for Research (VPR) and Senior Assistant Provost for Research (SAPR)’s professional activities. This position is responsible for developing and maintaining effective systems for managing the office administrative needs, working independently in an environment of multiple and conflicting priorities. The Vice Provost for Research is also an active faculty member in the Department of Earth & Planetary Sciences at Harvard who, in his role of VPR, participates in a number of Boards and committees. In this role, the EAOM will interact with faculty, students, external scholars, government officials, media, and other stakeholders, whose involvement in the activities of the office is essential to its success.

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.Benefits:We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.

• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.

• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.

• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.

• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.

• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.

• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.

• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.

• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-CS1Work Format Details:Please Note: Hybrid schedule - on-site Tuesdays through Thursdays.

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.