Executive Assistant

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.

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.

The Department of Biological Chemistry and Molecular Pharmacology (BCMP) at Harvard Medical School is seeking an Executive Assistant to the Chair of the Department. The Executive Assistant will be part of a dynamic research department and its supporting administrative team. Reporting to the Executive Director of Research Administration in BCMP, the Executive Assistant performs a range of complex and confidential administrative duties to support the Chair and the Department.

The role requires flexibility, resourcefulness, collaborative spirit, and strong inter‑personal skills. The successful candidate is strongly service‑oriented, able to anticipate and take initiative to address the needs of those being supported and has a proven ability to build strong relationships with both internal and external constituencies. Excellent verbal and written communication skills are required, as well as the ability to use judgment, tact, and discretion when handling complex and confidential materials and situations.

• Maintenance of the Chair’s calendar, including triaging meeting requests and coordinating scheduling of meeting series.
• Coordinate scheduling of complex meetings hosted by the Chair or Department.
• On‑site support of meeting logistics including room booking, AV setup, catering, guest/attendee management.
• Management and coordination of travel plans for the Chair, including scheduling of travel arrangements and proactive troubleshooting of travel conflicts.
• Preparing the Chair for meetings and appointments by providing itineraries and supporting materials, including as needed creation of PowerPoint presentations, Excel charts, or Word documents.
• Maintenance of business accounts (e.g. Fed Ex) and the preparation/processing of expense reimbursement requests.
• Composing and editing correspondence, memoranda, reports, presentations as needed.
• Supporting management of Department social media and content gathering/production of Department newsletter.
• Sorting departmental mail.
• Serving as backup support for coordination and on‑site logistics of departmental events such as seminars, research‑in‑progress talks, chalk talks, and department retreats.
• Providing other administrative and clerical support to the Chair, his laboratory, junior faculty, and department administrative leadership as needed.

Basic Qualifications:

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

Additional

Qualifications and Skills:

• College degree preferred. At least two years of relevant experience providing high‑level support to executive staff preferred.
• Demonstrated independence and responsibility in support role contexts.
• Experience in an academic and/or research environment.
• Demonstrated experience with office processes, including calendar management, handling of traveling booking and reimbursements, and meeting coordination.
• Web/digital media savvy with demonstrated proficiency in Microsoft Office Suite applications.
• Strong communication and interpersonal skills.

• Cover letters are strongly encouraged as part of the application process.
• Term: This is a 2‑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…