Senior Executive Assistant
: Job Details :

Title: Senior Executive Assistant

Pay: $50/hr

Location: onsite, hybrid Harvard T.H. Chan School of Public Health 90 Smith St

Boston

Business Title :

Senior Executive Assistant

Job Summary :

The overarching mission of the Harvard T.H. Chan School of Public Health is to advance the public's health through learning, discovery, and communication. To pursue this mission, the School produces knowledge through research, reproduces knowledge through higher education, and translates knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations. To accomplish these bold goals, the Dean's Office (“DO”) works to support, strengthen, and champion the efforts of the School's faculty, students, and staff.

Position Description:

Schedule management: proactively handles the day-to-day activities of the dean and highly complex management of the dean's calendar (including maintaing and analyzing metrics/data on how dean uses their time), resolves scheduling conflicts and regularly communicating updates to relevant stakeholders; facilitates agenda-setting including gathering briefing materials, bios, and other prep materials

Travel management: arranges domestic/international flights, hotels, ground transportation, visas, itineraries, and other logistical planning

Drafts, edits, and proofs brief correspondence and helps maintain archival records

Reconciles dean's expenses and reimbursements and the dean's corporate card

Anticipates the needs of the dean and acts proactively, strategically, and in symmetry with the DO staff

Works with the Associate Director of Strategic Projects and the Senior Administrative Coordinator to organize and implement administrative systems and procedures to promote efficiency gains; maximizes the use of available technology and applications

This position's responsibilities also include varied projects and tasks arising out of shifting demands that cannot always be foreseen. As such, they will perform other duties as required

A desire to bring order, initiative, and collaboration are essential.

This is a benefits-eligible position with a 40-hour work week.

The primary work location for this position is Boston, MA. Due to the nature of this position, directly supporting the dean of the faculty, this is primarily an onsite position and will incur occasional overtime with advanced notice. Additional detail pertaining to this position will be discussed during the interview process.

Basic Qualifications:

Bachelor's Degree or equivalent experience is required

5+ years of experience working with and supporting senior/executive level leaders or related experience; a combination of education and experience may be considered

Experience with calendar management of senior/executive leaders is required

Additional Qualifications and Skills:

The following job-specific skills and competencies are preferred:

Bachelor's degree strongly preferred

Ten (10) plus years of progressively responsible administrative experience strongly preferred

Experience with an academic environment

Familiarity with systems, policies, and procedures

Advanced fluency with Microsoft Office Suite of programs inclusive of Outlook and collaboration programs (e.g., Zoom, Teams, SharePoint), required

Proven task management and organizational skills

Aptitude for learning new systems quickly

Excellent written, verbal and interpersonal communication skills

Aptitude for preemptive, creative problem solving

Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information

Proven customer service skills with a empathic, ready-to-adapt mindset