Senior Executive Assistant to the Provost

Grade: 057 Department: Office of the President and Provost FLSA Status: Exempt 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 University Central Administration? Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job-Specific Responsibilities: Reporting to the Deputy Provost and Chief of Staff, the Senior Executive Assistant to the Provost of Harvard University is a key member of the Provost’s support team. In partnership with the Chief of Staff, the Senior Executive Assistant ensures that the Provost’s administrative needs are met. Responsibilities include, but are not limited to: Provide high-level support and perform complex administrative duties with the highest degree of judgment, confidentiality, and timeliness. Develop and maintain systems and processes for managing the Provost’s administrative needs. Exercise significant independent judgment in managing the Provost’s complex calendar including reviewing and researching requests for the Provost’s time and recommending alternatives as needed. Respond quickly and efficiently to scheduling requests and changes. Work collaboratively with colleagues across the University and outside the University to identify and resolve conflicts. Manage domestic and international travel arrangements for the Provost working with University Development and other partners. Manage all business expenses and reimbursements for the Provost. Manage and oversee logistics for small- and large-scale special events and assigned special projects for the Provost. Manage contacts and liaise with a broad range of internal and external constituents (e.g., deans, senior administrators, faculty, students, staff, alumni, external partners, etc.) Maintain a high level of professionalism and discretion in all institutional interaction while adjusting to changing priorities. Provide in-person support for the Provost, including greeting the Provost’s visitors and guests, producing meeting materials, and preparing conference rooms for meetings including ordering and coordinating catering. Provide back-up calendar support for the Deputy Provosts Perform other duties as assigned to ensure the smooth operation and responsiveness of the Provost’s Office.

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role. Seven (7) years of experience working with and supporting senior/executive leaders. Advanced proficiency with Microsoft Outlook, Word, and Excel. Additional Qualifications and Skills: Bachelor’s degree preferred. Experience with Harvard strongly preferred. Familiarity with an academic environment preferred. Excellent written, verbal, and interpersonal communication skills. High level of discretion, confidentiality, organization, and attention to detail. Ability to multitask, prioritize, be flexible, and work in a fast-paced environment with tight deadlines. Ability to interact with colleagues throughout the University, including senior leadership, and beyond. Dedicated team player with strong customer service orientation. Comfortable working in a fast-paced work environment where demands may need to be reprioritized frequently.