The Executive Assistant provides high level administrative support to the Executive Director and Associate Director of the Harvard Law School Library. Reporting to the Projects Manager, the Executive Assistant is a key member of the administrative team for the Harvard Law School Library.
With 56 full-time staff and a collection of over 2 million items, the Harvard Law School Library is the largest academic law library in the world. More than our size, what makes us unique is our work developing and deploying services at the leading edge of librarianship. The Library Innovation Lab is actively engaged in tech development to solve for 21st century information challenges, like link rot and ensuring open access to legal information. Our Teaching Learning and Curriculum team works with faculty in the Law School's clinics, the first year curriculum and Executive Education to design and develop case studies and other teaching tools. Our Research and Faculty Services include librarian liaisons, an empirical research team and a robust document delivery service. Our Collections team curates our general collection of over two million print and digital items, while our Historical & Special Collections team explores best practices for born digital collections. It is an exciting time at the Library and we invite you to our team!
As the primary administrative support for the Library's senior leadership, the Executive Assistant performs a wide range of complex duties with the highest degree of skill, confidentiality and judgment. This individual will be responsible for coordinating the day-to-day activities of the Executive Director including, but not limited to: extensive scheduling and calendar management; preparing briefings and materials for high level meetings and events; coordinating travel arrangements; and processing and monitoring financial reimbursements.
Anticipating the needs of the Executive Director, the Executive Assistant ensures that the Executive Director is updated in advance on all daily activities, which includes preparing and gathering of meeting materials and providing the status of ongoing projects and activities. The Executive Assistant researches, prioritizes and follows up on issues and concerns including those of a sensitive or confidential nature to determine the appropriate course of action, referral or response. This individual must manage multiple, sometimes conflicting priorities effectively; resolve matters expeditiously, proactively, and diplomatically; and follow through on projects to successful completion. The Executive Assistant maintains effective organizational systems that include planning, scheduling, tracking and communicating work in progress; manages files, archives and contact information for key constituents; handles incoming requests via telephone, email, and mail; and researches issues as appropriate. The Executive Assistant manages the Executive Director's correspondence, provides administrative support to leadership teams, prepares briefings and summaries including PowerPoint and presentation materials, and ensures timeliness and accuracy for all details.
The Executive Assistant handles logistics for a variety of meetings and functions including room reservations, catering arrangements and A/V needs. In addition, the Executive Assistant oversees library room calendars and assists with bookings, maintains the Library's events calendar and maintains equipment and supplies as needed.
The Executive Assistant also assists the Executive Director with course management during semester in which the Executive Director teaches at the Law School.
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Duties and Responsibilities continued
As a member of a coordinated administrative support team, the Executive Assistant works closely with team members to collaborate on activities and processes to ensure successful operations for the Office of the Librarian. The Executive Assistant actively contributes to the team's successful achievement of goals by aligning personal work and performance with the broader team to achieve mutually beneficial outcomes.
All offers to be made by HLS Human Resources.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Bachelor's degree or equivalent of education plus experience in an office environment. Five or more years of progressive experience performing complex administrative responsibilities. Experience providing high level administrative assistance to executive level staff.
Proficiency with Microsoft Office suite of software (Word, Excel, PowerPoint, and Outlook) and complex calendar management.
Familiarity with Canvas or other course management tools.
Experience in higher education or similar environment preferred, with proven administrative skills.
Excellent organizational skills with attention to detail.
Ability to manage multiple priorities and deadlines.
Excellent interpersonal skills; ability to develop and maintain relationships at all levels of the organization.
Excellent written and oral communication skills.
Demonstrates initiative to accomplish goals with minimal supervision.
Works collaboratively and collegially as part of a team.
Ability to handle complex situations and highly confidential information with discretion and diplomacy exercising good judgment.
Must be committed to providing the highest level of customer service and responsiveness.
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: 49661BR
About Harvard University Law School
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.