Complete regular walk-throughs of the office space to ensure that facilities comfortably support our work (AV equipment is functioning, heating and cooling are set appropriately, entrances and egress are free of obstacles, etc.).
Serve as primary liaison to Harvard University Real Estate, who manages operations of the building, for daily issues and ongoing building-related requirements. Enter maintenance tickets and escalate as appropriate.
Communicate with team members about space-related issues or questions.
Prepare and submit expense reports for Executive Director.
Maintain HBS Online seating plan, and assign seat locations for incoming staff or contractors as needed in conjunction with supervisor.
Reconcile purchasing card (P-Card) expenses and receipts for office supplies and other BusOps purchases.
Proactively evaluate team needs for office supplies and order with purchasing card; reconcile expenses each week.
Maintain critical office information such as staff lists, calendars, and operational requirements.
Coordinate technology orders, ensuring systems arrive on time and are security-compliant.
Provide coverage for HBS Online main phone line, escort vendors, communicate and uphold visitor policies, looping in larger team for guidance in the event of non-routine requests.
Manage the calendar for the Executive Director, scheduling individual and large group meetings and communicating with high level internal and external audiences. Prepare related-communications and presentations.
Facilitate scheduling of Business Team and Staff meetings, and take minutes when required.
Plan events, managing (as applicable) location, catering, transportation and AV logistics. Assist with agenda planning as needed.
Plan travel for Executive Director.
Support the Sr. Associate Director, People & Culture and Executive Director in internal communication, for example, internal polling and surveying.
Project manage internal communications, ensuring messaging is supportive of organizational goals and thinking ahead to calendaring needs and conflicts to create timelines and
2-3 years experience in a related environment; a combination of education and experience may be considered
Knowledge of Microsoft Office required. Facility with Outlook productivity tools strongly preferred.
Attention to detail and strong customer service orientation.
Interest in business systems.
Excellent written and verbal communication skills.
Comfort in learning new technologies and systems.
Ability to manage multiple projects simultaneously.
Excellent judgment and discretion are critical, with an ability to recognize when issues need to be escalated.
Ability to work both independently and as a team member.
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: 51786BR
About Harvard University Business 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.