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Please apply online at the Harvard Careers website. Upload a cover letter and resume to: hr.harvard.edu/search-jobs and keyword search to requisition # 54580BR.
SUMMARY:
Reporting to the Assistant Director of Administration in the Office of the Dean, the Executive Assistant provides a wide range of administrative support and coordination to ensure the efficient operation of the Office of the Dean, performing high-level administrative support with accuracy, discretion, and good judgment.
TYPICAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.
· Manages the Dean’s calendar, schedule, and responds to departmental, GSD, Harvard-wide, and external constituent meeting requests; proactively troubleshoots and addresses any scheduling conflicts that arise.
· Serves as first point of contact and source of information source for Office of the Dean with faculty, staff, students and the public via phone, email, and in person.
· Edits and proofreads communications for the Dean, the Assistant Director of Administration and the Director of Administration.
· Processes reimbursements, departmental invoices, and PCard receipts; reconciles Dean’s corporate card on a monthly basis via Concur; acts as liaison with the Finance Office.
· Reliably and consistently gathers, organizes, and disseminates critical and time-sensitive information from GSD and University sources for meeting materials, travel itineraries, communications and historical reference.
· Assists as needed with making travel arrangements in consultation with the Assistant Director of Administration.
· Assists with coordinating events run through the Office of the Dean, including reserving rooms, working with vendors and caterers, issuing invitations, and staffing events as necessary.
· Manages upkeep of Dean’s office library, including ordering publications, shelving, maintaining records.
· Handles all archiving and records management; sets up and maintains office files.
· Monitors and maintains office equipment and supplies and manages office resource room, including general organization, mail distribution, and ordering of supplies.
· Responsible for overall office neatness and organization.
· Assists the Assistant Director of Administration and the Director of Administration with projects as needed; performs other related duties as required.
· This position’s responsibilities also include varied projects and tasks that arise out of ongoing shifting demands that cannot always be foreseen. A desire to turn chaos into order, a sense of humor, flexibility, priority-setting and re-prioritizing, and initiative are essential.
SUPERVISORY RESPONSIBILITIES:
(There are no supervisory responsibilities associated with this position.)
BASIC QUALIFICATIONS:
· Bachelor’s degree or equivalent experience required.
· 5+ years of related administrative support experience, preferably in an academic environment or directly supporting a high-level manager required.
· Excellent written and oral communication skills.
· Ability to take the initiative, handle multiple projects, set priorities, and complete tasks on time.
· Strong computer skills required including proficiency with Microsoft Office Suite, email and calendar applications. Experience with Adobe Creative Suite a plus.
· Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
· Ability to work as part of a close team of staff sharing responsibilities when necessary to meet the needs of the office.
ADDITIONAL REQUIREMENTS:
· Must be comfortable working in a fast-paced environment in a team setting.
· Professional manner and excellent organizational skills.
· Must work with confidentiality and have good judgment.
· Demonstrated ability to prioritize and execute multiple tasks simultaneously.
· Must be a self-starter and have excellent follow-through skills.
· Must be able to interact professionally with all levels of staff, faculty, potential donors and the public.
· Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
PHYSICAL DEMANDS:
Lifting of 10-20 pounds; shelving books; The position involves frequent use of computer keyboard and mouse
WORK ENVIRONMENT:
We expect to return to campus in August, with staff returning with a potential for a mix of remote and in person work. Flexibility and a willingness to adapt to changing conditions will be paramount.
Until our return to campus and full operational status, which is still to-be-determined, this interview process and position will take place in a modified manner – including virtual interviews, remote onboarding, and remote work.
The Harvard Graduate School of Design is passionate about fostering a diverse, inclusive, respectful, and professional work environment. Applicants of all race, ability, gender expression and identity, sexuality, religion, education, class, national origin, and diverse backgrounds are encouraged to apply.
In order to be considered for this role, a cover letter is required. Candidates must be authorized to work in the United States now and in the future. We regret that we cannot sponsor a work visa
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