Finance Assistant, Executive Education

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 Business School Executive Education brings together senior executives from the world’s most influential organizations, preparing them to reach the next level for their organizations and for themselves. Working closely with HBS’s world-class faculty, we design and deliver programs for individuals and for organizations, welcoming over 12,000 participants annually from over 130 countries. Programs range from a few days to multiple weeks.

Most programs are delivered on the HBS campus, where participants live, learn, and dine together in dedicated Executive Education residences and facilities. Our programming includes in-person, virtual, and blended (combining both in-person and virtual learning) options. The Executive Education department consists of open enrollment, global, and custom program portfolio management; guest services; marketing; corporate sales; program operations; technology services; human resources;

enrollment and admissions; and finance.

As a core member of the Finance team, the Finance Assistant will demonstrate exceptional customer service and communication skills to assist our participants with timely payment submission from a variety of funding sources. This person will interact extensively with participants and contribute to an exceptional on-boarding experience for our learners.

Reporting to the Associate Director of Accounting and Finance, and working in close coordination with other Finance team members and Program Delivery staff, ensure participants have an exceptional experience when reaching out to our organization with finance-related questions.

• Play a lead role in the shared ExEd Finance email inbox and phone line. Provide a high level of customer service to participants and their internal corporate finance contacts (e.g., company accounts payable representatives).

• Facilitate timely receipt of incoming payments by:

• Utilizing external (participant/client) supplier and procurement systems to establish HBS Executive Education as an active payable vendor.

• Completing documentation requests and providing attestation forms and banking information.

• Facilitating the review process for participant/client agreements and questionnaires, ensuring compliance with School and University policies.

• Assisting clients with tax compliance inquiries and documentation requests, coordinating with the central Harvard University tax office, when necessary.

• Daily management of participant transfers in Salesforce, including related financial transactions; review transfer form instructions from program delivery teams, process necessary financial transactions with credit notes, new invoices, etc., and initiate refunds as necessary.

• Carry out time-sensitive reporting related to functional areas, including but not limited to:

• Weekly payment transfers reporting and accounting journal entry

• Monthly prepaid tracking and associated journal entries

• Provide backup coverage for participant invoicing function in Salesforce and other finance functions as needed.

• Participate in bi-weekly team meetings and recommend process improvements based on knowledge, experience, and observations.

• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents

• Perform other duties as assigned.

• High School Diploma, GED, or equivalent is required.

• 3+ years of experience in administrative support role(s) is required.

• Educati…