Executive Assistant​/Project 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.

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.

Community and Campus Life (CCL) is a central administration unit based in the Office of the President at Harvard University, led by the Chief Community and Campus Life Officer. Fostering a campus environment where everyone can thrive is essential to Harvard's academic mission of pursuing excellence in teaching, learning, and research. CCL seeks to foster a culture of mutual respect and full participation for all members of the Harvard community, grounded in the University’s commitment to nondiscrimination, equal opportunity, and access for all.

Reporting to the Senior Director Strategic Communications and Initiatives, with a dotted line to the Chief Community and Campus Life Officer (CCCLO), this position is a highly collaborative role that will be a key contributor and supporter of the team. The Executive Assistant/Project Coordinator will provide fast‑paced, executive and administrative support to the CCCLO and ensure smooth daily administrative operations of the office.

The Executive Assistant/Project Coordinator is an integral part of the operations for the Executive Office team and will be expected to proactively participate in and facilitate team meetings and office gatherings.

• Executive assistance for the CCCLO and related office administrative management: managing calendars, planning, scheduling, and preparing materials for meetings; scheduling and booking travel; composing and distributing meeting minutes; coordinating/planning office events/meetings; maintaining office supplies; coordinating IT/space needs; processing invoices and expense reports.
• Coordinating and staffing University‑wide committees, networking meetings, and events.
• Drafting correspondence on behalf of the CCCLO.
• Conducting high‑level research and preparing briefing memos.
• Coordinating event logistics for office meetings.
• Developing a CCL support‑staff network to disseminate resources and policies.
• Triaging and facilitating communication between the general CCL email inbox and phone line and the broader CCL team.
• Supporting the onboarding of new staff, fellows, and interns.

• Minimum of five years of progressive administrative and/or project coordination experience.
• Computer skills, including Microsoft Office suite (Word, Excel, SharePoint, One Drive, Outlook) and Google suite (Docs, Sheets, Calendar) required.
• Education beyond high school may be applied toward years of experience.

• Bachelor's degree strongly preferred.
• Demonstrated experience handling complex scheduling and prioritizing/executing multiple tasks while meeting deadlines.
• Ability to prioritize and execute multiple tasks and meet deadlines with minimal supervision.
• Ability to anticipate principal and stakeholder needs and deliver high levels of customer service.
• Fluency or demonstrated interest in pluralism and community and culture‑focused work preferred.

• Standard Hours/
  
  Schedule:
  
  35 hours per week.
• Visa Sponsorship:
  Harvard University does not provide visa sponsorship for this position.
• Pre‑Employment Screening:
  Reference and background screening (Identity) required.
• 3‑month orientation and review period.

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non‑Harvard location. The work…