Job Description

Executive Assistant

08-Nov-2024
Executive Assistant

Harvard Medical School

67233BR

Job Summary

The Executive Assistant provides administrative support for the Dean for Alumni Affairs and Development, and will join a dynamic fundraising team dedicated to securing philanthropic support for HMS's mission: To nurture a diverse. inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

Position Description

• Provides consistent and professional administrative support for the Dean for Alumni Affairs and Development who heads a 60+ person development staff focused on securing $100M+ in funding annually for Harvard Medicine. Additionally provides partial administrative support for an Executive Director as needed.
• Plans and executes various time-sensitive, day-to-day activities, including managing the Dean for Alumni Affairs and Development's calendar, greeting visitors, preparing agendas, and documenting and driving follow-up activities. Also responsible for longer-term projects as assigned.
• Responsible for managing all communication with the Office of the Dean of the Faculty of Medicine including securing time for donor meetings and coordinating all donor correspondence.
• Coordinates planning and execution of fundraising trips for the Dean for Alumni Affairs and Development and the Dean of the Faculty of Medicine.
• Interacts with administration and faculty leadership across the University, Medical School and teaching hospitals, as well as with the members of the Harvard Medical School Board of Fellows, principal gift donors, alumni, and fellow ORD staff.
• Responsible for general correspondence, contact reports, meeting notes and briefings, the Dean's operating budget, vendor relations, and maintaining files.
• Schedules meetings (including staff and committee meetings), assists with telephone traffic, responds to emails, makes travel arrangements, and processes expense reports.
• Assists the Dean in communicating with prospects and donors. Reviews, assesses, routes, answers, and monitors follow-up action steps on correspondence. Gathers and analyzes information required for reporting.
• Performs specific projects and data gathering and participates in event planning where appropriate.
• Requires confidentiality, discretion, good judgment, self-knowledge and personal maturity.
• Participates and organizes in department-wide initiatives (events, special projects).
• Performs other duties as required.

Basic Qualifications

3 or more years of related experience in an administrative and/or professional setting. Education beyond high school may count toward experience.

Additional Qualifications and Skills

• Five-plus years of executive assistance preferred.
• Excellent Windows-based computer skills (Word required, Excel and PowerPoint desirable but training can be provided); ability to learn software quickly; outstanding interpersonal skills; well organized, able to prioritize and manage multiple assignments; must possess a sophisticated communication style and be able to handle any situation.
• Flexibility, discretion, and multitasking skills are essential.
• Superior writing, email, calendar, speaking, and computer skills; must understand the methods required to support a senior position.
• Follow-through, thoroughness, efficiency, honesty, integrity, and transparency will be expected.
• An intuitive sense of customer service is essential.

Working Conditions

Works in a flexible hybrid environment.

Additional Information

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403035 Executive Assistant

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

https://hr.harvard.edu/salary-ranges#ranges

054

Department

Alumni Affairs and Development

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-WG1

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Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.