This is a highly collaborative role reporting to the Director, Research Administration. The Administrative Coordinator ensures smooth daily administrative operations of the Executive Director (ED's) office, anticipating needs, resolving problems, and proactively leveraging the time and effectiveness of others. The Administrative Coordinator keeps people informed, represents the office in a professional manner, and develops organizational knowledge and strong working relationships around the School to facilitate the efficient and effective performance of job responsibilities. The successful candidate has a high level of attention to detail and accuracy, handles confidential and sensitive information with discretion, and is comfortable operating in an environment of multiple and sometimes conflicting priorities, necessitating flexibility and good judgment in prioritizing deliverables.
Position Description
Calendar Management
Manages the ED's active, complex calendar. Facilitates engagement and scheduling with numerous stakeholders. Maintains and schedules one-time and recurring meetings. Prioritizes meeting requests.
Maintains flexible and proactive scheduling systems and processes to accommodate shifting calendars and priorities. Resolves scheduling conflicts.
Determines ED's preferences and plans accordingly, keeping the ED well informed of the schedule and related changes as they occur.
Prepares meeting materials. Reviews meeting notes. Ensures timely follow through on action items.
Maintains systems to support ongoing agenda planning for recurring meetings.
Scans meeting notes and meeting materials as needed. Organizes electronic files.
Projects
Compiles materials and develops briefings to assist the ED with meeting preparation.
Assists with presentations, talking points, correspondence.
Takes on administrative projects as assigned, often handling multiple projects at once, ensuring deadlines are met.
Supports special projects and activities on a wide range of topics related to faculty and research administration, governance, and support.
Administrative Operations
Anticipates the needs of the office and acts proactively, thinking creatively and strategically when problem solving.
Works effectively within a collaborative, cross functional team environment on a variety of assignments.
Provides back-up coverage to support staff in Faculty Administration and Research Administration as needed.
Prepares expense reports in compliance with all financial policies using University system. Manages supplies and office equipment. Reports building maintenance issues.
Events and Initiatives
Provides back-up administrative and logistical support for Division of Research and Faculty Development (DRFD)-wide events and gatherings as needed.
Provides back-up administrative and logistical coverage to the Faculty Administration team in support of its programs, projects and activities.
This role is also responsible for other duties as assigned.
Basic Qualifications
High school diploma, GED, or equivalent required.
Education beyond high school may count toward experience.
5+ years of experience working with and supporting senior/executive level leaders or related experience. Experience with calendar management of senior/executive leaders is required.
Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must
Additional Qualifications and Skills
Outstanding organizational, communication, and customer service skills.
Impeccable attention to detail.
Able to handle confidential and sensitive information in a professional manner with discretion.
Sound judgment. Able to manage and prioritize competing demands in a dynamic environment and complete work on time with minimal oversight.
Works well independently and as a collaborative team member. Self-motivated, flexible, responsive, reliable.
Establishes strong working relationships. Interacts effectively with colleagues at all levels of seniority.
Working Conditions
Overtime may be required.
Additional Information
This role is 40 hours per week and is overtime eligible.
This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite 3 days per week and departments provide onsite coverage Monday - Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
A cover letter is required to be considered for this opportunity.
Harvard Business School will not offer visa sponsorship for this opportunity.
Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.
About Us
Founded in 1908 as part of Harvard University, Harvard Business School is located on a 40-acre campus in Boston. Its faculty of more than 250 offers full-time programs leading to the MBA and PhD degrees, as well as more than 175 Executive Education programs, and Harvard Business School Online, the School's digital learning platform. For more than a century, faculty have drawn on their research, their experience in working with organizations worldwide, and their passion for teaching, to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will go on to shape the practice of business and entrepreneurship around the globe.
Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Department Office Location: USA - MA - Boston
Job Code: 403040 Coordinator II
Job Function: General Administration
Work Format: Hybrid (partially on-site, partially remote)
Sub Unit: ------------
Salary Grade: 055
Department: Division of Research and Faculty Development
Union: 55 - Hvd Union Cler & Tech Workers
Time Status: Full-time
Pre-Employment Screening: Identity
Commitment to Equity Diversity Inclusion and Belonging: Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
EOE Statement: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.
