Executive Assistant/ Project Coordinator

Reporting to the Executive Director and Associate Vice Provost for Academic-Corporate Initiatives (ED), the Executive Assistant and Project Coordinator (EA/PC) will provide administrative and project coordination for the ED and ensure smooth operations of emerging priorities in University-wide academic-corporate partnerships. The EA/PC position involves significant interaction with executive leadership of external institutions such as corporations. The Executive Assistant/ Project Coordinator will also provide calendaring and administrative support for the ED and will coordinate in a wide range of projects identified as priorities within the broader corporate engagement portfolio.

Corporate engagement

Preparing materials for the ED’s public speaking engagements, University-wide meetings, including agendas and briefings by compiling relevant information and data related to strategic performance metrics for academic-corporate initiatives.

Coordinating and communicating with external parties, including senior executives in corporations, financial investors, government officials, alumni, and donors.

Coordinating and staffing University-wide committees, meetings, and events.

Providing timely follow-up as needed, including tracking items and ensuring their completion.

Maintaining and updating information in a customer relationship management tools to track and foster productive academic-corporate collaborations.

Coordinating IT/space needs for events, presentations, small conferences, and meetings.

Managing complex calendars, planning, scheduling, and organizing meetings.

Maintaining and organizing electronic files and materials for various projects and committees.

Perform other duties as needed or required.

General administrative support

Providing executive support for the ED, as well as related administrative support, including managing calendars, planning, scheduling, and preparing materials for meetings; scheduling and booking Harvard-related travel; composing and distributing committee meeting minutes; coordinating/planning office events/meetings; maintaining office supplies; coordinating IT/space needs; and processing invoices and expense reports.

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.

Minimum 5 years’ related experience.

Additional Qualifications and Skills:

College degree preferred

Excellent writing skills and polished verbal communication (interviewees may be asked to provide examples of previous work products)

Excellent skills in creating graphical materials using PowerPoint and/or other graphics tools

Ability to support projects with a high degree of coordination and collaboration with other Harvard staff members

Ability to take initiative and be proactive in anticipating the work needs of the ED

Standard Hours/Schedule: 35 hours per week

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

Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity

Other Information: This position will have a 3-month orientation and review period.

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 location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit  Harvard's Salary Ranges   to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

Generous paid time off including parental leave

Medical, dental, and vision health insurance coverage starting on day one

Retirement plans with university contributions

Wellbeing and mental health resources

Support for families and caregivers

Professional development opportunities including tuition assistance and reimbursement

Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page .

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differen…