Executive Assistant, Office of Academic and Faculty Affairs

Executive Assistant, Office of Academic and Faculty Affairs Full-time Work Format: Hybrid Harvard Job Function: General Administration Union: 55 - Hvd Union Cler & Tech Workers Salary Grade: 055 FLSA Status: Non-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 Divinity School? Harvard Divinity School (HDS) is a nonsectarian school of religious and theological studies that educates students both in the pursuit of the academic study of religion and in preparation for leadership in religious, governmental, and a wide range of service organizations. HDS provides an intellectual home where scholars and professionals from around the globe research and teach the varieties of religion, in service of a just world at peace across religious and cultural divides. Job Description Job Summary: The Executive Assistant provides high-level administrative, operational, and project support to the Academic Dean, Associate and Assistant Deans for Faculty and Academic Affairs, and the broader Dean’s Office. Working with a high degree of independence, discretion, and professionalism, the position manages complex scheduling, supports faculty governance and academic initiatives, coordinates cross-functional projects, and serves as a key liaison among faculty, academic leadership, and central University offices. This role is critical to ensuring effective communication, efficient operations, and seamless coordination across the Dean’s Office, Office of Academic Affairs, and Administrative Dean’s Office. The Academic Coordinator also partners closely with the Dean’s Executive Assistant to provide integrated support for the Dean’s Office leadership team. Job-Specific Responsibilities: Executive and Administrative Support Provide advanced administrative support to academic leadership, including calendar management, meeting coordination, correspondence, and preparation of agendas and briefing materials. Track action items and ensure timely follow-up on priorities and initiatives. Handle sensitive and confidential information with discretion and sound judgment. Serve as backup support for the Dean’s Office and Administrative Dean’s Office as needed. Academic Affairs and Faculty Support Coordinate faculty meetings, Faculty Council meetings, committee meetings, workshops, and other academic governance activities. Support faculty-related processes, special initiatives, and strategic planning efforts. Serve as a liaison between faculty, academic leadership, and University offices to facilitate communication and collaboration. Project and Program Coordination Support strategic projects and initiatives led by the Dean’s Office and Office of Academic Affairs. Develop and maintain systems, workflows, and processes that improve operational effectiveness. Assist with data collection, reporting, document preparation, and project tracking. Event and Meeting Management Coordinate and execute faculty meetings, leadership events, accreditation reviews, Visiting Committee activities, workshops, lectures, and other special events. Manage logistics including scheduling, communications, materials preparation, technology support, and vendor coordination. Support both in-person and virtual events. Operational Support Maintain organized records, files, and documentation systems. Assist with budget tracking, expense processing, and administrative operations. Support collaboration across academic and administrative units and help manage increasing cross-functional demands. Working Conditions: Four-day on-campus presence expected during the academic year, with additional flexibility for a compressed schedule and hybrid work during the summer months. Occasional early morning,