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.

Working Conditions

Works in a flexible hybrid environment.  

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.

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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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. Harvard Medical School Mission and 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.