Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to understanding our users and devoted to making it easier for faculty, students, and staff to teach, research, learn, and work through the effective use of information technology. We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines – and depth in specific areas of expertise. HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment. If you are a technically proficient, nimble, user-focused and accountable IT professional who also connects with the importance of collaborating well in a team environment we are looking for you!
Position Overview: As a member of a coordinated business operations team, the Executive Assistant (EA) provides a wide range of highly skilled administrative and executive assistance to the Managing Director of Administration & Finance and Managing Director of Strategy & Planning. Anticipating the daily needs of their principals, they work independently with minimal supervision in an environment with multiple and sometimes competing priorities. As a professional and welcoming presence in the UCIO Office, the EA is responsible for an array of administrative support activities.
Serves as the principal owner of the Administration & Finance and Strategy & Planning Managing Director's calendars.
Works with principals to identify priorities, anticipating and resolving a variety of issues.
Prepares daily briefing folders, including schedule and meeting materials.
Will take initiative; identify gaps or needs; and reach out to a variety of HUIT and University constituents in collecting materials for briefings.
Plans, executes, and evaluates events for Administration & Finance and Strategy & Planning Office.
Demonstrates significant attention to detail, strong fiscal control, a sense of mission, and a collaborative spirit in planning.
General Communications/Meeting Staffing:
Drafts, proofreads, and edits documents; formats presentations, helps to coordinate conferences, speaking engagements and committee work for the Administration & Finance and Strategy Planning team.
Travel and Expense/Finance:
Makes travel arrangements and prepares expense reports for principals. Utilizes Harvard financial systems to order supplies, process reimbursements, and review Purchasing Card transactions.
The Executive Assistant should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas.
Ideal candidates will have learning agility, capacity, and desire to understand technology and business needs across the organization and help principals to connect and collaborate with other senior leaders within HUIT and Harvard.
Candidates must be able to handle confidential material with tact and discretion, maintaining accurate and organized paper and electronic files.
The Executive Assistant operates within the context of a larger business operations team, contributing support to large events or initiatives.
Additionally, Executive Assistants on this team provide backup coverage as needed for team members' time-off or position vacancies.
Other duties as needed or required.
Please provide a cover letter with your application and upload as one document
Harvard University requires pre-employment reference and background screening.
Harvard University Information Technology is unable to provide work authorization and/or visa sponsorship.
This position has a 90-day orientation and review period.
More about HUIT: Harvard University Information Technology (HUIT) is responsible for the strategy, planning, and delivery of information technology across the University.
Mission: To assure Harvard's leadership in IT: We strive to make it easier for faculty, students, and staff to teach, research, learn, and work through the effective use of information technology.
Harvard Information Technology Academy (designed for IT Staff): HUIT's IT Academy aims to enable each IT staff person to grow professionally and become a trusted partner to her or his team. The IT Academy is built on the belief that every IT staff member across the University (including technology employees at each school and campus) can grow in her or his area of expertise as well as building strong people and project management skills. Learn more here: https://itacademy.harvard.edu/
Accessibility: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.
Diversity, Inclusion & Belonging: The dynamism that comes with working at Harvard is largely the result of our diversity. Here, staff, faculty, administrators and students representing a wide range of ages, races, interests and backgrounds come together in pursuit of common goals. Together, we strive to provide an environment that values diversity and promotes an inclusive culture.
Harvard offers an outstanding benefits package including:
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
BA or equivalent experience.
3+ years of administrative or related support experience in a dynamic environment.
Very strong proficiency with all MS Office applications as well as in working with various file formats.
Must have proven ability to utilize collaboration tools such as WebEx, Zoom and Slack.
Superior organizational skills and attention to detail.
Excellent communication (interpersonal, oral, written), organizational, analytical and problem-solving skills.
Proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.
Comfort in dealing with confidential and sensitive material/information and an exceptional sense of discretion.
We are seeking an energetic, flexible individual who works well both independently and as part of a team and has a propensity toward highly varied administrative work.
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: 51208BR
About Harvard University Information Technology
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.