The Executive Assistant will support the Executive Director of Marketing and Strategic Planning in the Division of Continuing Education. This position will have strong visibility in the Office of Marketing and Strategic Planning, a fast-paced group managing a number of high-profile activities for the Division. The Office of Marketing and Strategic Planning includes the following units: marketing, digital engagement, web design, new programs and market analyst. The Executive Assistant primary responsibility will be to support the Executive Director and manage an active schedule. This role requires strong gatekeeping skills, the ability to manage work flow and create meeting briefings, field requests for the Executive Director's time, and redirect inquires as applicable. The Executive Assistant will occasionally be called upon to provide minor support to the Executive Director's senior managers and manage important projects related to their areas of responsibility. The Executive Assistant also works closely with other key members of the Marketing and Strategic Planning team on events, projects, and research as needed as well as interfacing with other Executive Assistants in the Division such as the Executive Assistants to the Dean and the Academic Dean. Strong writing skills including editing and proofreading, as well as Microsoft Office and research skills, are required. This position is responsible for routine and ad hoc projects to support marketing, growth, and innovation. Ability to work independently and as a productive team member are critical to success in this role. This position is ideal for a professional with experience in priority management and managing up.
Specific responsibilities include: Manage calendars to ensure access and enough time for ad-hoc meetings and individual work. Schedule regular meetings with Executive Director's direct reports. Handle all meeting logistics including arranging catering, booking conference rooms, and creating meeting agendas/documents. Manage corporate card and purchasing card accounts and make travel arrangements. Process invoices from vendors. Draft, prepare, edit, and proofread correspondence, often of a sensitive, confidential, and/or time-sensitive nature. Assist in the planning, research, and execution of special projects, convey findings, and prepare memorandum/reports. Serve as project manager on a variety of new initiatives designed to promote growth, maintain academic quality, and elevate the Division's brands. Handle assorted day-to-day office tasks as needed. Provide coverage as needed for Executive Assistant to the Dean and/or Executive Assistant to the Academic Dean.
The Division of Continuing Education (DCE) comprises several entities serving about 30,000 students annually. The Harvard Extension School, the Harvard Summer School, the Harvard Professional Development Programs and the Harvard Institute for Learning in Retirement allow Harvard to serve the learning needs of students across their life. For more than a century, Harvard Extension School has made Harvard faculty and teaching accessible to a diverse community of local, national, and international students. Harvard Extension School enrolls approximately 16,000 students per year in approximately 46 graduate and undergraduate liberal arts and professional fields. More than 1,500 open enrollment courses are offered year-round with over 600 available online are offered at affordable prices to our communities across the world. Harvard Summer School offers approximately 450 courses on the Harvard Campus to 10,000 secondary school, college and adult learners and more than 30 international study abroad programs for up to 600 students each summer. The Division also includes the Harvard Institute for Learning in Retirement with approximately 550 active members and Harvard Professional Development Programs offering 80 short noncredit courses to almost 4,000 learners annually.
All formal offers will be made by FAS Human Resources.
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year. Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. Retirement: University-funded retirement plan with full vesting after 3 years of service. Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools. Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute. Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services. Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
3+ years of administrative experience
Associates degree preferred
Strong written and oral communication skills
Ability to handle complex and confidential information with discretion
Spreadsheet software (Excel)
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 48379BR
About Harvard University Division of Continuing Education
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.