Executive Assistant​/Project Coordinator

Executive Assistant and Project Coordinator

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.

The Executive Assistant and Project Coordinator reports jointly to the University Chief Compliance Officer (UCCO) and the Assistant Vice Provost and Managing Director for Research Data Strategy (AVP). The incumbent provides high-level administrative, operational, and project coordination support to ensure the effective functioning of both offices and the successful advancement of institutional priorities.

Job-Specific Responsibilities:

• Managing complex calendars and overseeing the planning, scheduling, and coordination of meetings
• Preparing meeting materials, including agendas and briefing documents, by researching, compiling, and synthesizing relevant information
• Providing timely follow-up on action items and monitoring the completion of outstanding tasks
• Coordinating and arranging domestic and international travel
• Composing, editing, and disseminating meeting minutes and related documentation
• Organizing and coordinating events, meetings, and special engagements
• Processing invoices, reimbursements, and expense reports in accordance with University policies
• Maintaining and organizing files, records, and materials associated with various projects and committees
• Performing additional duties as required

In addition, the incumbent will support a broad portfolio of projects identified as priorities by the UCCO, including but not limited to:

• Coordinating and staffing designated University-wide committees and initiatives related to research compliance, such as the Research Security Oversight Council.
• Tracking action items and coordinating key components of special projects to ensure timely progress
• Coordinating communication among project stakeholders to promote consistent information flow and cross-departmental alignment
• Organizing and facilitating project check-ins; preparing summaries; and ensuring appropriate follow-up on decisions and assigned responsibilities
• Maintaining project archives, records, and version control for documents, reports, and deliverables
• Drafting and preparing formal correspondence on behalf of the UCCO
• Conducting high-level research and preparing memos, presentations, and reports for senior leadership

The incumbent will be responsible for the day-to-day management, maintenance, and ongoing improvement of the OVPR website, ensuring that the site is accurate, accessible, user-friendly, and aligned with Harvard's brand and digital standards. They will lead occasional design and redevelopment projects, in consultation with others, to support new initiatives, programs, and strategic priorities of the OVPR.

This position, in collaboration with the Regulated Data Compliance Officer, will be responsible for technical aspects of the trainings provided by OVPR on Harvard Training Portal.

Finally, the incumbent will act as the designated backup to the Executive Assistant to the Senior Vice Provost for Research for any extended periods of time (and vice versa).

Qualifications:

• A minimum of five years of progressive administrative and/or project coordination experience
• Proficiency with Microsoft Office (Word, Excel, SharePoint, One Drive, Outlook) and Google Workspace (Docs, Sheets)
• Education beyond high school may count toward the required years of experience

Additional

Qualifications and Skills:

• Bachelor's degree strongly preferred
• Familiarity with Word Press a plus
• Experience with in an academic, research, or compliance-focused environment is preferred
• Demonstrated experience managing complex scheduling needs and balancing multiple priorities under deadlines
• Ability to work independently with minimal supervision while managing multiple tasks simultaneously
• Excellent interpersonal skills and the ability to interact professionally with senior administrators, faculty, students, and other stakeholders
• Strong organizational, analytical, and creative problem-solving abilities
• Demonstrated capacity to work collaboratively and contribute to a cohesive team environment
• Proven ability to cultivate and maintain professional relationships with individuals at all levels, exercising discretion, sound judgment, and strict confidentiality

Standard Hours/

Schedule:

40 hours per week

Visa Sponsorship Information:
Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening:
Harvard University…