The Executive Assistant to the Dean's Office will be part of an extremely collaborative team that operates in a fast-paced environment. This is a highly-visible fully on-site position, that will provide critical, high-level administrative and project management support to the Dean, the Chief of Staff and other senior administrative staff. The Executive Assistant will serve as a central liaison to high-level University officials, faculty, scholars, academic medical center leadership, administrators, staff, and other external constituents, maintaining the highest levels of professionalism and confidentiality.
Position Description
Serves as the first point of contact for the Office of the Dean with the utmost professionalism; responds to phone, email, and walk-in inquiries; develops and maintains general departmental and School knowledge; answers questions and direct inquiries appropriately; creates and maintains a welcoming office environment for all constituents.
Provides high-level administrative support to the Dean and Chief of Staff including but not limited to complex calendar management, annual reporting, planning and executing travel arrangements, meeting scheduling, expense tracking, purchasing, processing invoices and reimbursements, reconciling departmental budget, maintaining departmental records, mail processing, ordering supplies, and performing similar functions.
Owns responsibility for managing the calendar for the Dean, with direction from the Chief of Staff. This work includes scheduling complex group meetings and individual appointments, proactively managing conflicts as they arise, and regularly communicating updates to relevant stakeholders.
Creates and manages the Dean's daily briefing binder by acquiring and interpreting pre-reading materials, agendas, meeting and event briefings, and notes for the week's meetings. Proactively anticipates materials needed and reaches out to meeting participants/organizers to ensure materials are provided in advance.
Manages independent projects as needed, often handling multiple projects at once; determines priority, solicits assistance or determines how to delegate, resolves problems that arise, and ensures project completion in a timely fashion.
Coordinates meetings and high visibility projects, committees, and events; organizing agendas, taking meeting minutes and documenting and monitoring action items, and planning to ensure all runs smoothly, and participates in programming as necessary.
Assists with HSDM events; creates and manages meetings and events budgets as requested; works collaboratively on events and activities with internal and external constituents.
Proofreads, researches, drafts and routes correspondence; collects and analyzes information.
Prepares, edits and coordinates presentations and executive communications by the Dean in close coordination with Chief of Staff. Contributes content and copyediting support tailored to audience type.
Assists with monitoring and managing multiple HSDM email accounts and listserv moderation, distributes school-wide correspondence, and updates intranet and SharePoint files, and website as requested.
Acts as an integral member of a three-person dean's office team, helping out as needed on projects and coverage.
Anticipates the needs of the office and takes action proactively, thinking creatively and strategically, when problem solving.
Designs, organizes, and implements administrative systems and procedures necessary to support duties, maximizing use of technology available.
Contributes to a culture of inclusivity and respect.
Performs other related duties as assigned or requested.
Basic Qualifications
At least 5 years of related professional experience, preferably in a high profile or customer service focused environment.
Excellent organizational skills, with particular ability to prioritize work in an environment with multiple and conflicting interests.
Superior interpersonal, professional, written, and oral communications skills.
Ability to work effectively under the pressure of deadlines while exercising judgement, diplomacy and maintaining confidentiality.
Strong attention to detail and ability to work well with constant interruptions.
Must be able to work independently with minimal supervision and as part of a team, as well as work across departments and with a variety of projects and constituencies.
Strong technical skills and experience with MS Office Suite (Outlook, Word, Excel, PowerPoint), financial operating platforms (e.g., Concur, Buy2Pay or equivalents), Zoom, and similar software tools.
Ability to work full-time, on-site, as well as occasional overtime with advanced notice for special events.
Ability to perform the essential functions of the position with or without reasonable accommodation.
Ability to successfully pass a comprehensive background check at hire.
Additional Qualifications and Skills
Experience working for Harvard University or similar higher education environment
Salary is based on related experience, expertise, and internal equity. Generally new hires can expect compensation between the minimum and midpoint of the range.
Please note:
To be considered for this position, please submit a cover letter along with your resume.
Harvard University requires pre-employment reference and background screening.
We are unable to provide work authorization and/or visa sponsorship.
This position has a 90-day orientation and review period.
COVID-19 Vaccines Requirement: The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
Commitment to Equity, Diversity, Inclusion, and Belonging Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
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, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.
About Harvard University School of Dental Medicine
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.
