Executive Assistant/ Project Coordinator

02-Dec-2024

Executive Assistant/ Project Coordinator

University Administration

67395BR

Job Summary

Reporting to the Senior Director of Academic-Corporate Initiatives and the Snr. Director of Compliance for Strategic Initiatives, the Executive Assistant and Project Coordinator will provide high-level administrative and project support for the Senior Director of Academic-Corporate Initiatives and ensure smooth operations of emerging priorities in University-wide academic-corporate partnerships. S/he will also provide calendaring and administrative support for the Senior Director of Compliance for Strategic initiatives within the Office of the Vice Provost for Research, and will participate in a wide range of projects identified as priorities by the Senior Director of Academic-Corporate Initiatives and the Office generally.

Position Description

General administrative support 

• Providing executive assistance for the Senior Director of Academic-Corporate Initiatives and Snr. Director of Compliance for Strategic Initiatives, and related office administrative management, including managing calendars, planning, scheduling, and preparing materials for meetings; scheduling and booking travel; composing and distributing meeting minutes; coordinating/planning office events/meetings; maintaining office supplies; coordinating IT/space needs; and processing invoices and expense reports.

Corporate engagement 

• Supporting the development and promotion of pilot programs in priority areas that foster connections between faculty-led research efforts and presenting attractive opportunities for investment and direct engagement from corporate entities.
• Supporting information technology capabilities and tools to foster productive academic-corporate collaborations.  
• Coordinating and staffing University-wide committees, meetings with external partners, and events.
• Conducting research and analysis, and preparing presentations, reports, briefings, and memos.
• Coordinating IT/space needs for events, presentations, and meetings.
• Managing complex calendars, planning, scheduling, and organizing meetings.
• Preparing materials for meetings including agendas and briefings by compiling relevant information and data related to strategic performance metrics.
• Providing timely follow-up as needed, including tracking items and ensuring their completion.
• Maintaining and organizing electronic files and materials for various projects and committees.
• Perform other duties as needed or required.

Basic Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role:

Minimum 5 years’ related experience.

Additional Qualifications and Skills

• A college degree is strongly preferred
• Excellent writing skills and polished verbal communication  
• Ability to support projects with a high degree of coordination
• Capability to understand the complexity of the comprehensive, research-intensive  organizational context of Harvard
• Ability to take direction and proceed with tasks with minimal oversight

Additional Information

This position has a 3-month orientation and review period. 

Harvard University does not provide visa sponsorship.

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. 
 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

About The Office of the Vice Provost for Research

The Office of the Vice Provost for Research reviews, develops, and implements Harvard’s research-related policies, as well as the organization and execution of academic research, especially in the sciences. With Harvard’s increasing pursuit of cross-disciplinary ventures, the Vice Provost for Research (VPR) works closely with university and school leadership to identify and ease the practical impediments inherent to interdisciplinary research in a highly decentralized academic environment. Additionally, a critical mission of the Office is to develop best practices for education, training, and guidance to promote the responsible conduct of research and to ensure compliance in all areas of research administration.
 

The Office, with the concurrence of the Provost, convenes as appropriate university-wide committees that bring together key faculty and administrators from across Harvard to address matters relating to research and research training policies and practices. These committees, with full cognizance of applicable federal and state law, regulation, and guidance, review existing institutional policies and implementation practices that bear on the oversight and conduct of research, and consider ways to enhance, harmonize, supplement or supplant them. The VPR works closely with faculty and administrative colleagues in government affairs, sponsored research, technology licensing, university development, and other domains to cultivate and sustain sound and appropriate relations with industry and with private and government agencies involved with academic research.
 

The Office also assists faculty in securing the necessary support for their important scholarly work – be it through one of the five internal funding opportunities it oversees; coordinating, in conjunction with the schools, the university’s competitive process for federal and foundation funding; or establishing university guidance around corporate giving.

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.

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

Office of the President and Provost

Salary Grade

055

Department

OVPR

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

Full time. Monday through Friday. 35 hours per week. 

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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