Senior Executive Assistant

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.

The John

F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. The school’s mission is to improve public policy and leadership so people can live in societies that are safe, free, just, and sustainably prosperous. By combining cutting‑edge research, outstanding teaching, and direct interaction with practitioners, we impact the solving of public problems that no other institution can match.

The Belfer Center for Science and International Affairs is the hub of Harvard Kennedy School’s research, teaching, and training in international security and diplomacy, environmental and resource issues, and science and technology policy. The Center has a dual mission: (1) to provide leadership in advancing policy‑relevant knowledge about the most important challenges of international security and other critical issues where science, technology, environmental policy, and international affairs intersect;

and (2) to prepare future generations of leaders for these arenas.

Reporting to Meghan O’Sullivan, Director of the Belfer Center for Science and International Affairs, the Senior Executive Assistant provides high‑level administrative and logistical support to the Director. With minimal supervision, the Senior Executive Assistant uses sound judgment, discretion, and strong organizational skills to manage the Director’s time and priorities in a fast‑paced, constantly evolving environment.

The ideal candidate is a career executive assistant who excels at anticipatory support – proactively identifying the Director’s needs, surfacing issues early, and taking initiative to manage them through to resolution. They will be comfortable adapting to shifting priorities, managing multiple complex tasks simultaneously, and maintaining composure under pressure. The candidate should also bring experience using new technologies, including AI models, to increase office efficiency and streamline daily processes.

The position requires in‑person on‑campus work for a minimum of four days per week.

• Serve as primary liaison between the Director and parties requesting her engagement, including internal and external stakeholders who are inviting or hosting the Director.
• Manage the Director’s calendar, meeting requests, and daily logistical needs.
• Coordinate and manage domestic and international travel arrangements, including complex itineraries and visa processes.
• Align commitments with the Director’s evolving priorities and objectives, proactively recommending trade‑offs and adjustments when necessary.
• Prepare biographical and other basic materials to inform the Director’s meetings and engagements.
• Liaise with the Director’s team to organize and compile research, background information, and materials for review on a regular schedule, ensuring the Director is well‑prepared and can efficiently complete Center business.

• Monitor the Director’s correspondence, prioritize items for her attention, and ensure timely responses and follow‑through.
• Track the status of short‑ and longer‑term items requiring the Director’s attention or initiated by her, ensuring timely completion and appropriate follow‑up.
• Facilitate communication between the Director and Belfer Center staff, including research assistants, course assistants, and research project staff, ensuring clarity, timeliness, and alignment.
• Communicate professionally with internal and external stakeholders on behalf of the Director, including drafting and sending correspondence as directed.
• Greet and welcome VIPs, faculty, invited guests, colleagues, students, and donors with poise, tact, self‑confidence, and discretion; assist other visitors as…