Executive Coordinator HUIT

Job Description

Company Description Harvard University information technology roles contribute to teaching, learning, research, and administration. This posting describes the Executive Coordinator role within Harvard University Information Technology (HUIT). The Executive Coordinator reports to the Chief of Staff and provides advanced executive support to members of the Harvard University Information Technology Senior Leadership Team (HUIT SLT), with a focus on strategic planning, coordination, and alignment across leaders while managing day-to-day logistics.

This role requires exceptional judgment, discretion, and a high level of independence, along with the ability to anticipate needs, reflect the principal’s voice and priorities, and consistently present a polished, professional demeanor in all interactions. The Executive Coordinator collaborates closely with peers to ensure consistent, high-quality service and cross-coverage for multiple leaders within the HUIT Administration team.

Job Summary Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to delivering service and technological solutions in support of teaching, learning, research and administration. We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines – and depth in specific areas of expertise. HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment.

If you are a technically proficient, nimble, user-focused, and accountable IT professional who also connects with the importance of collaborating well in a team environment, we are looking for you!

• Provide daily and long-term executive support by managing complex calendars, anticipating conflicts and dependencies, preparing leaders for upcoming priorities, and connecting related activities across the leadership team.
• Independently manage competing scheduling demands, recommend prioritization, and make trade-off decisions to ensure leaders focus on the highest-value activities.
• Prepare meeting agendas, briefing materials, and follow-up notes, tailoring content, tone, and format for how information will be consumed (e.g., executive brief, email summary, talking points). Maintain accurate and confidential records, documentation, and communication flows.
• Anticipate the principal’s needs and prepare polished, well-organized materials that reflect their voice and priorities.
• Support planning and execution of meetings, retreats, and events. Coordinate and manage travel, reimbursements, and financial reconciliations.
• Collaborate with colleagues to provide seamless support for the Senior Leadership Team and ensure continuity of operations, providing coverage as needed.
• Coordinate with stakeholders across HUIT and the University to align executive activities with institutional priorities and ensure smooth collaboration.
• Design and streamline processes and materials with the end user in mind – saving time, simplifying follow-up, and supporting decision-making for the principal.

Basic Qualifications

• A cover letter is required.
• Minimum of five (5) years of administrative support experience, including at least three (3) years supporting senior leadership.
• Proficiency with Microsoft Office, Google Workspace, Zoom, and other collaboration tools.

Additional Qualifications and Skills

• Exceptional organizational, communication, and writing skills, with the ability to synthesize complex information for executive audiences.
• Demonstrated ability to exercise sound judgment, manage competing priorities, and maintain confidentiality with discretion.
• High level of professionalism, organizational awareness, and interpersonal effectiveness.
• Experience in higher education, mission-driven, or large, complex environments preferred.
• Demonstrated strengths in:
  • Executive Perspective:
    Considers how work products will be used, ensuring they are accurate, actionable, and aligned with the principal’s communication style.
  • Anticipation:
    Thinks several steps ahead to minimize the principal’s effort and maximize impact.
  • Efficiency Mindset:
    Designs processes, documents, and communications that save time and effort for others.
  • Polished Communication:
    Produces materials that require no additional editing, formatting, or context.

• For consideration, please include a cover letter.
• This role is a fully onsite, 5-day-per-week, 40-hour-per-week position
• Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment screening required
• This role will have a 90 day orientation and review period
• As part of the recruitment process, candidates selected for further consideration may be required to submit writing samples and or additional materials.

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or…