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.

Join a community that combines excellence in legal education and scholarship with a deep commitment to justice. Here at Harvard Law School (HLS), you’ll find an environment that values who you are and encourages you to grow, inspire others, and make a meaningful impact. Wherever you are in your career journey, HLS is a place where you can thrive, contribute, and be part of something bigger.

Harvard Law School’s Faculty Support Services Department (FSS) is dedicated to providing approximately 200 faculty members and instructors with the high-quality assistance they need to successfully teach, conduct research, and advance scholarship. While each assistant works directly with members of the faculty—often acting as a liaison between students, other instructors, and various Law School and University administrative departments—our department comprises a collaborative and supportive team of assistants who are committed to collecting and sharing the most effective methods of administrative support.

As the Executive Assistant you will:

• Perform a wide range of administrative duties for a highly active faculty member, supporting their teaching, travel, research and external activities.
• Serve as a key contact for a high volume of inquiries from the press, students, colleagues, and other constituents, independently prioritizing and troubleshooting issues and tracking/monitoring for follow-up.
• Manage a complex calendar, triaging a high volume of invitations and obligations. Manage domestic and international travel logistics and organize materials for commitments.
• Provide comprehensive support for classes, including updating the course website, editing cases and course materials, obtaining copyright permission, and preparing teaching materials such as seating charts. Arrange office hours and ITS (Information Technology Services) support for courses, and prepare exams and grades.
• Proofread, format, and edit documents and recommendation letters; conduct ad hoc internet and library research; organize and maintain complex electronic files.
• Use Concur and B2P (Buy-to-Pay) financial platforms to process payments, invoices, reimbursements, and other financial transactions related to outside activities and speaking engagements.
• Perform general office duties including photocopying, filing, ordering office supplies, placing catering orders, and reserving space for meetings and events.

5 or more years of administrative support or related experience in a business or customer service environment. Education beyond high school may count toward some, though not all, experience.

• Experience with scheduling and calendar management and making complex judgments in a support role.
• A passion for organization and superior attention to detail.
• A proactive approach to work with an ability to quickly pivot given shifting priorities and deadlines.
• Facility with Mac OS, Microsoft Word (ToC, headings, formatting, footnotes, tables), Google suite, iWork suite, Lexis/Westlaw, and basic HTML/web editing tools.
• Strong customer service-orientation and communication skills for interfacing with internal and external constituencies.

Standard Hours/

Schedule:

35 hours per week;
Full-time, M-F.

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

Pre-Employment Screening:
Identity

Other Information:
All offers are made by HLS Human Resources.

Work Format Details:
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 schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated…