Executive Assistant

Cambridge, MA, USA
Jun 06, 2018
Jun 26, 2018
Contract Type
Full Time
Job Type
Other job types
44806BRAuto req ID:44806BRJob Code:403035 Executive Assistant Location:USA - MA - Boston Business Title:Executive AssistantSub-Unit:------------ Salary Grade:054Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:3 or more years' administrative work experience required; a combination of higher education and experience may be considered.Additional Qualifications:Bachelor's degree preferred. Individual must have a pleasant demeanor and exceptional telephone and interpersonal communication skills, including the ability to interact with a wide range of individuals at a variety of levels and a conscientious attention to tone and style. S/he must have excellent writing skills and attention to detail to perform 1st level drafting and editing in a fast-paced office. This individual must have outstanding organizational skills, a demonstrated track record of sound judgment, and reliable decision making. Works well independently and as part of a team. S/he must be able to work accurately under pressure and to adjust to changing priorities. S/he must be able to handle confidential material with a high level of discretion and have a proven track record as a team player. The individual must be proficient in Word, PowerPoint, Excel, and Outlook. Experience with InDesign and website maintenance and familiarity with Harvard University financial applications a plus.Additional Information:Additional duties and responsibilities: General Department Administration• Manage OFA reception and main department line; triage calls based on extensive knowledge of department activities - requires an understanding of the full scope of all OFA activities. Independent decision making and close serve as resource/referral source for inquiries; model professional telephone and interpersonal communication skills including the ability to interact with a wide range of individuals at a variety of levels; ensure proper voice messages during office recess;• Independently monitor and respond to e-mails sent to general departmental email accounts based on extensive knowledge of all OFA activities, forwarding requests to appropriate staff and ensure out of office messages during office recess; sort and distribute incoming office mail, note correspondence log as needed;• Office liaison for internal staff-related meeting coordination, e.g., room reservations, catering, AV support, parking for external attendees as needed; update all staff members of meeting changes via email; schedule cross-office meetings annually;• Update department paper and electronic archives; work with admin team to ensure security and confidentiality of electronic and paper files; manage keys for secure access; handle all confidential matter with discretion;• Process department financial transactions using HU Oracle based iProcurement applications: timely submission of HCOM marketplace orders and preparation of special payment requests for senior review/approval; prepare new vendor requests; responsible for weekly review of University PCard expenses used for office purchases;• Proactively order and maintain all general office supplies;• Assist with office space organization to maximize effective use of resources; • Assist with annual HMS Standing Committee update process: prepare committee rosters to post on OFA website;• Memorial Minutes ongoing administrative support: prepare and send outreach emails to committee members, monitor replies and prepare material to post on website;• Assist with general OFA website editing as needed;• Provide additional administrative support for events related to faculty development, e.g., print all needed event materials in accordance to departmental branding and communication standards; help to manage registration table for all participants/guests; serve as a resource for OFA senior staff as well as participants/guests at all events• As needed, assist with office support of the Harvard Name Committee, a shared institutional committee chaired by senior leaders in the offices of Faculty Affairs, Communications and External Relations and Research Integrity; rotating committee administrators (next OFA term AY20) schedule committee meetings; create agendas; independently field initial name-related phone calls and emails, forwarding information to the Dean or other committee members as needed; independently maintain accurate filing system (electronic and paper) of all active and resolved Harvard Name related cases;• Other office related tasks and projects as needed.35 per week - Monday - Friday 9:00 am - 5:00 pm Department:Office of Faculty AffairsPre-Employment Screening:Identity Schedule:35 hours per week, M-F 9:00 - 5:00 pmJob Function:General Administration Duties & Responsibilities:The Executive Assistant provides a wide range of complex office administration and support to the Office for Faculty Affairs via a varied portfolio of responsibilities. This person serves as the first point of contact for all interfacing with the Office for Faculty Affairs. S/he manages the office reception desk and main department telephone line, and the calendars and direct phone lines, for the Dean for Faculty Affairs, and for both Associate Deans in Faculty Affairs. An integral member of the office administrative team, s/he works closely with the Administrative Manager and the Director of Administration to support department operations. This individual reports to the Administrative Manager.Executive Support to the Dean• Serve as primary responder for the Dean's direct telephone line; triage calls based on extensive knowledge of the Dean's availability and priorities. Independent decision making and close, collaborative relationship with the Dean required;• Manage the Dean's calendar and independently schedule appointments; requires sound judgment based on solid understanding of priorities and clear communication with the Dean; develops informed communication style with the Dean regarding calendar appointments; works quickly with appropriate contacts to reschedule appointments. (i.e., travel time and levels of importance)• Create systems to reevaluate priorities on rotating basis; understands timeframes and adjusts daily tasks and responsibilities to balance department needs and Dean/Associate Dean/s needs as appropriate• Manage interactions and requests on behalf of the Dean; develops understanding of and ability to manage complex institutional dynamics;• Monitor tasks to be completed by the Dean (e.g., follow-up phone calls, correspondence, reports in progress, etc.): in close collaboration and communication with the Dean, proactively identifies opportunities for work time on calendar; incorporates into the Dean's schedule; prompts for follow-through;• Serve as liaison to the Dean for other OFA staff members;• Assist with meeting preparation: preparing agendas, prints out all necessary meeting material, identify meeting location and time, arranges transportation as needed;• Independently prepare initial drafts of Dean's correspondence (i.e., emails, letters, memos); gathers data, conducts online research as needed, and prepares reports and presentations, including initial drafts, as instructed by the Dean;• Manage the Dean's correspondence, incoming and outgoing, and filing system (electronic and paper files);• Assist the Dean with Harvard Name Committee follow-up:conduct online research as instructed by the Dean; monitor active items requiring follow-up and timely completion; handle confidential material appropriately. Executive Support to the Associate Deans• Serve as primary responder for 2 Associate Dean's direct telephone lines; triage calls based on extensive knowledge of individual preferences, availability, and priorities for each;• Manage calendars and schedule appointments; requires sound judgment based on solid understanding of priorities and clear communication with each associate dean;• Provide presentation preparation support, e.g., branding, data accuracy, etc., occasional general document preparation and ad hoc projects for each associate dean;• Senior appointment-specific administrative support: prepare annual SOP data tracking sheet and update categories/data monthly; prepare and send monthly Committee of Professor's feedback request. School/Unit:Harvard Medical 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 or any other characteristic protected by law.