Executive Assistant and Events Coordinator, Administrative Dean’s Office

01-Nov-2024

Executive Assistant and Events Coordinator, Administrative Dean’s Office

Harvard Divinity School

67186BR

Job Summary

Harvard Divinity School seeks an initiative-taking, exceptionally organized, and technically savvy individual to provide a wide range of high-level administrative support, projects, events, meeting organization and management. Reporting to the Administrative Dean, the Executive Assistant and Events Coordinator will provide administrative support to the Administrative Dean and work with the team in the Dean’s Office and the Office of Academic Affairs to play a pivotal role in supporting the planning, coordination, and execution of a variety of programming and engagement activities. This individual, using discretion and professionalism, is responsible for varied, detail-oriented, and confidential tasks.

Position Description

Administrative Duties

• Manages complex calendars, all appointments, and schedules meetings. 
• Develops, drafts, and reviews a variety of often complex and confidential correspondence on behalf of the administrative dean; responds to requests for information from internal and external sources, and ensures follow-up and problem resolution. 
• Processes financial transactions, monitors, and prepares financial reports and budgets. 
• Assists the administrative dean on special projects as required, including those of a sensitive and/or confidential nature, handling matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures. 
• Works collaboratively with other offices at the university to ensure the administrative dean has all relevant material and briefings needed, in advance, for meetings, and gathers information from appropriate sources. May develop prep materials as needed and handle broad dissemination of information. In consultation with the administrative dean, establishes and disseminates agendas for meetings; tracks action items to ensure follow-up and resolution of issues. Attends and captures the content of meetings as requested; prioritizes and directs workflow to others, as appropriate.
• Assists with any other general office needs and administrative tasks as required.
• Serves as back up support for the deans and administrative teams in the Dean’s Office and the Office of Academic Affairs.

Event Coordination

• Manages the planning, organization, and execution of programming, including conferences, workshops, lectures, panel discussions, receptions, and other campus events. Works with internal and external stakeholders.
• Coordinates logistical aspects of programming, such as venue selection, catering, multimedia setup, registration management, stakeholder outreach and speaker accommodations.
• Provides on-site support during programming, ensuring smooth operations. Works with the Office of Academic Affairs, Facilities and Operations, IT & Media Services, Communications, Development and External Relations and partner departments on preparation and support for all events. 
• Coordinates planning for virtual and on-site programs by creating and moderating Zoom or in-person sessions, providing calendar schedules for the team and facilitators, securing room reservations, AV support, processing catering requests, and other logistical support.
• Manages program registration and effectively communicates with participants (special requests, registration changes) during in-person and Zoom programs.
• Coordinates travel arrangements, processes reimbursements, manages usage of and reconciles vendor set-ups and payments via Concur and Buy2Pay systems. Ensures that all expenses are compliant with Harvard University’s travel and financial policies.
• Prepares and distributes read-ahead materials, including agendas, speaker bios, and presentation materials. Working with Communications, creates content for promotional materials. 
• Contributes to post-event evaluations and reporting to assess the success of events and identify areas for improvement.
• Contributes to the department’s goals and performs other duties as assigned. 
• Many events are in-person on campus, and some occur in the evenings. On campus evening work and occasional weekend availability is required. 

Basic Qualifications

• 5 years experience in a similar administrative role.
• Experience with planning large events.
• Availability to work evenings and weekends with prior notice of the schedule.

Candidates wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications and Skills

• Bachelor’s degree preferred. 
• Ability to work independently with minimal supervision.
• Experience maintaining strong collaborative relationships.
• Excellent customer service and organizational skills with ability to prioritize work in an environment with multiple conflicting interests.
• Excellent written and oral communication skills with demonstrated experience in editing/proofreading.
• Experience in processing financial transactions and managing financial information.
• Experience with Microsoft Office products, Zoom, Trumba, RoomBook, Paperless Post and Adobe Acrobat. 
• Willingness to continuously adapt to new technical skills as needed.
• Must be able to work under the pressure of deadlines while exercising judgment, diplomacy, poise, discretion and maintaining confidentiality.

*IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. Cover letters are required for every position at Harvard Divinity School. We regret that the Harvard Divinity School does not provide Visa sponsorship.*

Working Conditions

This position is based in Cambridge, MA and requires an on-campus presence. All HDS positions have a regular schedule of Monday - Friday, 9am - 5 pm. A hybrid schedule, involving some remote work, may be possible, subject to business needs and manager and HR review/approval. HDS may adjust flex schedules as necessary or appropriate. Harvard has an established Flexwork Policy.

Please Note: We are currently conducting interviews virtually for selected candidates. Final interviews may be conducted on campus.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines. 

Additional Information

Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

Harvard Divinity School seeks to respect, understand, and learn from all cultures, beliefs, and faith backgrounds, including those who are unaffiliated with a traditional denomination, of the members of our diverse community. HDS actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities.

Founded in 1816, Harvard Divinity School is most religiously diverse divinity school in the United States and is one of 12 graduate/professional schools at Harvard University. HDS is grounded in pluralism and fosters the kind of thoughtful, respectful exchange of ideas that is vital for human flourishing. The School’s degree programs prepare students for careers in academia, ministry, and a wide range of roles across the nonprofit, private, and public sectors.

Work Format Details

This is a hybrid position that is based in Cambridge, Massachusetts. Work is expected to be performed in an office setting, but may be remote, as directed by HDS. All remote work must be performed within one of the Harvard Registered Payroll States, which are currently Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Additional details will be discussed during the interview process.

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:

• Flex-work options at HDS, including an optional summer compressed workweek (end of May through mid-August)
• 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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

055

Department

Administrative Dean's Office

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Education, 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.

EEO 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.

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