Job Description

Executive Coordinator

Company Description:

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Medical School?

Harvard Medical School's mission is 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.

You'll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it's an opportunity to shape the future of medicine.

About the Department of Microbiology:

The Department of Microbiology at Harvard Medical School is looking for a talented and highly motivated candidate to serve as an Executive Assistant to the Chair. The successful candidate will also work closely with the Directors of Research and Finance Administration and their support teams to ensure optimal running of the department.

Job Description:

The ideal candidate will handle complex situations and multiple responsibilities. The candidate must balance long-term projects, while understanding the immediate needs of the Chair's Office. In addition, the candidate will support regular departmental programming including seminar series and community-building activities. The candidate will interact with all levels of administration at the Medical School, members of the Department faculty, trainees and external academic and industry professionals. This is a critical support role in the department; a positive attitude and willingness to contribute to both special projects and routine tasks, working independently or as part of a team is essential.

This position supports the Chair's Office and the Microbiology Department.

They will:

• Anticipate the needs of the Chair's Office and proactively seek creative solutions to ensure smooth and efficient flow of day-to-day Department operations; provide daily administrative support that includes document preparation and complex scheduling and planning of meetings.

• Provide administrative support to the Chair's research enterprise: schedule group meetings and interviews with trainee candidates, and coordinate with Grants Managers on the preparation of grant applications.

• Draft high-level communications to faculty and affiliates, including weekly department announcements.

• Coordinate the review of faculty appointments, reappointments and awards by the Chair and Vice Chair; track letters of support; liaise with the Office of Faculty Affairs; prepare and maintain appointment records to ensure compliance with University requirements.

• Organize faculty affairs, including faculty meetings (drafting agendas, coordinating faculty research talks, and inviting guest speakers to present on HMS developments). Track award opportunities, eligibility, and deadlines for faculty, postdocs, and students.

• Coordinate and assume direct responsibility for department programming; oversee and assign work of support staff and A/V; coordinate visitor activities, agendas, meetings, and gatherings.

• Provide support as needed to the Director of Research Administration and the Director of Finance and Administration, with an ability to rapidly shift priorities when needed.

Qualifications:

Basic Qualifications:

Three or more years of related experience. Education beyond high school may count towards experience

Additional Qualifications and Skills:

We are looking for someone who is self-motivated and inspired and who has:

• At least 3-5 years of experience providing administrative support, preferably at an executive-level, and a desire to produce high-quality work.

• A bachelor's degree; a background in a science-related field is preferable but not required.

• Strong organizational skills and attention to detail, including an ability to multitask and prioritize work by importance, urgency, and potential implications.

• Excellent oral and written communications skills and excellent interpersonal skills.

• The ability to demonstrate discretion in handling confidential information.

• Exceptional proficiency in Microsoft Word, PowerPoint and Excel.

• A sense of humor and an ability to thrive in a dynamic work environment.

Additional Information:

• Cover letters are strongly encouraged as part of the application process.
• Term:This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
• Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Other Information:
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities!

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Work Format Details

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit https://hr.harvard.edu/salary-ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our https://hr.harvard.edu/benefits-wellbeing.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to https://hr.harvard.edu/sites/g/files/omnuum6281/files/2025-04/reaffirmation_statement.pdf and https://provost.harvard.edu/files/provost/files/non-discrimination_and_anti-bullying_policies.pdf. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an https://hr.harvard.edu/sites/g/files/omnuum6281/files/2025-04/reaffirmation_statement.pdf policy that outlines our commitment toprohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university's https://provost.harvard.edu/files/provost/files/non-discrimination_and_anti-bullying_policies.pdf. Harvard's https://hr.harvard.edu/sites/g/files/omnuum6281/files/2025-04/reaffirmation_statement.pdf policy and https://provost.harvard.edu/files/provost/files/non-discrimination_and_anti-bullying_policies.pdf help all community members participate fully in work and campus life free from harassment and discrimination.

To apply, visit https://apptrkr.com/6468716

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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.