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Auto req ID 28567BR
Business Title Executive Assistant
School/Unit Harvard School of Public Health
Location USA - MA - Boston
Job Function General Administration
Time Status Full-time
Schedule This position is scheduled for 40 hours per week.
Department Dean''s Office Administration
Salary Grade 055
Union 55 - Hvd Union Cler & Tech Workers
Duties & Responsibilities Reports to the Administrative Manager, this position supports the administrative needs and day-to-day affairs of the Dean for Academic Affairs.
The successful person will be the first point of contact for the Dean for Academic Affairs. Must be polished, enthusiastic, accountable, and a team player within the Office. Must have a sense of professionalism and discretion to represent the Deans office as well as both deans, demonstrating proven ability to handle and appropriate react to confidential information with discretion.
Must have extensive scheduling experience to coordinate the Dean''s overall calendar, ensuring accuracy for all details and pre-meeting preparation is understood. Collect, prepare and disseminate meeting agendas, briefing materials and talking points (as needed) to ensure Dean is fully briefed and prepared in advance of any commitment. Track follow-ups as needed to completion and in a timely fashion.
Manage all correspondence, including drafting of certain correspondence, proofreading for the Dean as needed. Maintain system of archive for reference to correspondence.
Attend Dean''s meetings as needed; ensuring meeting minutes are taken when appropriate.
Monitors and oversees all financial matters for the Dean, including corporate card reimbursements and financial activities, both at the School and University and as a member of external boards and councils.
Coordinates in symmetry with other members of the Dean''s office staff, Office for Resource Development, and other administrative and academic units around the school. Supervise other support staff as needed.
Assumes responsibility for special assignments at the request of the Dean for Academic Affairs and/or the administrative manager. Additional duties as required.
Basic Qualifications Bachelor''s degree or an equivalent of education, 5+ years of progressive administrative experience, ideally in an academic setting. Demonstrated competency in use of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) as well as portable devices (iPad, iPhone, blackberry, etc.).
Additional Qualifications Bachelor''s degree preferred. 10+ years of progressive administrative experience preferred, ideally in an academic setting. Excellent communication and interpersonal skills; demonstrated ability to collaboratively work with colleagues. Superior writing skills, proofing and editing skills, with experience writing for different audiences. Demonstrated attention to detail, meticulous record-keeping skills. Displays a poised and professional demeanor; remains unfazed by a dynamic environment with shifting and competing priorities. Receptive to learn new technologies and systems as projects arise and responsibilities increase. Solid record of good judgment, initiative and effective communication as problems arise. Harvard experience a plus. Previous academic experience strongly preferred.
Additional Information Harvard offers an outstanding benefits package including:
Time Off:3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision:We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement:University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program:Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation:Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options:Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.
Harvard accessto athletic facilities, libraries, campus events and many discounts throughout metro Boston.
Join HSPH to support our mission of health research & education and be a part of the oldest institution of higher learning in the country!
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