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Location

Cambridge, MA | United States

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Job description

Description:

Provides wide range of complex office and administrative support to a senior manager or executive. Requires excellent communication and interpersonal skills. Serves as principal contact and source of information for customers of the department, including faculty, students, staff and external customers. Develops, implements and administers office procedures, policies and operations. May monitor budget including tracking expenditures and preparing reports. May maintain personnel records. Reviews, routes, answers and monitors follow up actions on correspondence. Provides wide ranging support including keyboarding, composing and editing letters, memoranda, reports, lecture course materials, presentations, cases. Uses multiple common office applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email. Uses Internet, may include basic website maintenance. Manages complex calendars, arranges for meetings, appointments and travel arrangements. May attend meetings with executive to provide logistical support, take detailed notes, and track needed follow up items. Requires ability to rapidly learn University and departmental policies and procedures.

Additional Details

• Preferred Pay Rate Range : BR-45
• Tenure Limit : 3 months
• Report To Location : One Brattle Square
• Will the worker be working on campus at Harvard : Yes
• FLSA Exemption Status : Non-Exempt/OT Eligible
• Required Education : College Graduate
• Required occupational training, certifications or license(s) : None
• Business Title : Temp Executive Coordinator
• Additional Job Details : Position responsibilities: 1. Provides general office support including but not limited to answering phones, responding to phone and email inquiries, maintaining calendars, filing, and managing data updates in the development database. 2. Schedules meetings/coordinates and confirms appointments, makes travel arrangements. Coordinates extensive travel arrangements including international travel for Dean and Senior Associate Dean, and associated faculty as it pertains to the ARRD team s work. 3. Compiles and prepares meeting/appointment and solicitation materials. Researches and prepares background information, drafts high level strategy briefings for Dean, faculty, senior administrators and volunteers, and drafts correspondence or other communications. 4. Assists with program activities and logistics for the Dean s Executive Board, including scheduling, drafting agendas, presentations, or other materials, tracking participation and drafting high level strategy briefing for the Dean and other key meeting participants. 5. Interacts frequently with donors and/or their staff representing the Sr. Associate Dean and HKS to schedule appointments, provide ad-hoc follow up on questions, including direct correspondence and calls. 6. Tracks prospects in the Sr. Associate Dean s portfolio documenting strategies and moves and ensuring that assignments are up to date and all activities are documented. 7. Researches prospects and program information; manages routine data pulls and reporting and provide data analysis as needed using Advance, Qlikview, MS Word, and/or Excel; and follows up on requests to review gift terms and other gift related questions as needed. 8. Works with the Communications staff to ensure talking points are written for the Sr. Associate Dean or other senior administrators for speaking engagements. 9. As a member of the Alumni Relations and Development Office team, takes on critical project work as needed. May include working on fundraising project planning efforts, development committee meetings or events, and drafting reports and presentations. The above covers the most significant responsibilities of this position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position. Basic qualifications: 5+ years of related administrative support experience Prior experience with complex calendar, expense, and travel itinerary management and support for a senior executive Demonstrated advanced level proficiency with Microsoft Word, Excel, and PowerPoint with ability to organize data in Excel and PowerPoint to produce graphs, charts, and other analyses and presentations Excellent organizational skills: capable of managing multiple assignments from multiple sources; efficient, organized, detail oriented, and able to meet project deadlines Excellent attention to detail, adaptability, and flexibility in general and in high pressure situations Ability to manage work and problem solve within a busy office with competing demands; not easily flustered nor easily overwhelmed by a high volume of activity and projects Strong interpersonal, oral, written, and time management skills, along with tact, poise, mature judgement, diplomatic skills, and discretion Ability to maintain confidentiality and exercise sound professional judgment and possess a strong commitment to client service Comfort in interfacing with senior University leaders and high-capacity donors, with a high level of collegiality and discretion Ability to be a resourceful, quick thinking, and confident critical thinker who can anticipate work and act proactively and decisively Ability to respond swiftly to challenges, and juggle multiple and changing priorities Integrity and demonstrated ability to manage highly confidential information Ability to work occasional nights and weekends Additional requirements: Bachelor s degree preferred Basic understanding
• Does this position require a HUID? : Yes
• Is the worker converting from being a Harvard full-time employee (FTE)? : No
• Pre-identified candidate's information, including name, email, phone, state/city/zip & pay rate : (No Value)
• Role requires identity, I-9 and 3 reference screen (recruited) : Yes
• Role requires identity, I-9 screen (payrolled) : No
• Role requires DMV/driving history screen : No
• Role requires criminal background and sexual offender screening CORI/SORI : No
• Role requires criminal background screen : No
• Role requires 10-panel drug screen : No
• Role requires credit record check : No
• Role requires compliance with Immunization policy. : No

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Job tags

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Salary