Executive Assistant; Social Science’s Dean’s Office

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 Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth

C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest rangeof liberal arts and sciences disciplines. Together, the FAS seeksto foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation ofleaders through a transformative educational experience.

The Executive assistant serves as the primary point of contact for the Social Science’s Dean’s Office and provides high-level administrative, scheduling, and communications support for theDean. The Executive Assistant reports to the Director of Strategy and Programs and may provide administrative support to others within the Division of Social Sciences office as needed.

• Act as the primary point of contact for the Social Sciences Dean’s Office by greeting visitors and guests in a welcoming and professional manner, answering phones, and fielding general inquiries.

• Manage complex calendar for the Social Sciences Dean, including scheduling meetings, balancing priorities, anticipating needs, and proactively troubleshooting scheduling conflicts.
• Assist with agenda preparation for standing meetings and track action items to ensure timely follow up and resolution.

• Coordinate logistical details for meetings and events
• Coordinate travel logistics for the Dean

• Prepare expense reports on behalf of Social Sciences Dean
• Maintain up-to-date mailing and distribution lists, and assist with the dissemination of information to internal and external stakeholders.
• Maintain the electronic filing system for general administrative records and materials.
• Maintain office equipment and supplies, including sharedprinters, photocopiers, and reception area, to ensure smoothday-to-day office operations.

• Maintain and update the Social Science Division website
• Review the Dean’s email inbox daily to remove junk mail, flagmessages requiring attention, and catch invitations, meetingdetails, and time-sensitive or urgent requests.
• Develop automated rules for routing incoming messages
• Draft templates to accurately address routine inquiries on theDean’s behalf.
• Other tasks and projects as assigned.

• This is a full-time position with the expectation to be on sitein Cambridge, MA at least 4 days per week. There may be theadditional expectation of in-person attendance for specificmeetings and events. Schedule details to be discussed during the interview process.

• 3 or more years of experience as an Executive Assistant or in arole providing administrative support.

• High level of independent judgment, initiative, discretion,collegiality, professionalism, confidentiality, and attention todetail.
• Excellent verbal and written…