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Company Name:
Harvard University
Approximate Salary:

Cambridge, Massachusetts
United States
Position type:
Experience level:
Education level:

Staff Assistant

Duties & Responsibilities
The Harvard Global Health Institute (HGHI) is a cross university institute and collaborates with university and external partners around the world to develop the knowledge that will generate better outcomes for the health of the world's population. HGHI has an immediate opening for a Staff Assistant III. Reporting to HGHI's Executive Director, the successful candidate will support the ongoing operations of HGHI's team, including the institute's senior staff. The incumbent will play a significant role in ensuring that logistical needs are met in connection with HGHI programming, that the office environment is well-maintained and will primarily be responsible for updating the institute's website through both self-initiated updates and closely monitoring and ensuring that content is current in connection with HGHI's programming staff.

Principle Duties and Responsibilities (Essential Functions*)
  • Manages day-to-day activities such as mail, supplies, and phone coverage, as well as oversight of conference rooms and general office space to ensure that it is well organized and clean; ensures that files are properly maintained and archived according to University schedules;
  • Serves as the face of the institute; ensuring that guests have access to the office and are greeted upon arrival;
  • Serves as team's liaison for building and IT needs, including new employee set up; expected to anticipate needs and work with HRE to ensure that office is well kept and maintained;
  • Drafts correspondence, prepares documents for dissemination, and facilitates communication through coordination of meetings and conference calls; responsible for website updates and ensuring that social media channels, including twitter and Facebook are regularly updated;
  • Manages travel arrangements, conference registration, meeting agendas, etc. as needed;
  • Supports Program staff in daily tasks, including tracking project logistics and implementation; booking rooms, coordinating A/V needs, creating posters and ensuring that catering has been ordered and delivered. Also responsible for meeting room set up and clean up as needed, including seeking slides from presenters and ensuring they are set up and ready in advance of events;
  • Supports team finances in preparing and submitting travel reimbursements for approval; submits corporate and Pcard receipts and documents for approval; may also train and onboard new and existing staff in HCOM and CONCUR;
  • Provides administrative support to HGHI's senior staff, including calendar maintenance and scheduling, tracking of deliverables, speaking engagements, deadlines;
  • Supports Senior staff in meeting preparation and taking notes at meetings with clear action items as needed;
  • Other tasks and responsibilities consistent with the role.

Basic Qualifications
Candidates MUST meet the following basic qualifications in order to be considered for this role:
Minimum of three years of related experience; education beyond High School may count towards years of experience.

Additional Qualifications
Strong organizational skills and demonstrated ability to multi-task; strong verbal and written communication skills; excellent computer skills and advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, etc.); ability to be tactful and discrete; must exercise sound judgment. Must be self-driven with proven ability to problem solve and anticipate needs. Proven track record of communicating and working with a broad range of constituents and stakeholders.

Customer service experience is a plus, including event planning. University experience helpful. Experience with managing web sites and social media accounts for an organization is a plus.

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 or any other characteristic protected by law.