Executive Assistant

Title: Executive Assistant

Position Type: Contract role with possible extensions(2 months to begin with)

Location: Cambridge, MA 02138- 100% onsite

Pay rate: $35 to $40/hour on W2

Work Schedule: Monday–Friday, 9:00–5:00 or 10:00–6:00 (flexibility available)

Education: College graduate required

Core Responsibilities

Manage a highly complex and frequently changing calendar; accurately schedule, reschedule, and juggle shifting priorities

Anticipate scheduling conflicts and proactively flag potential issues due to overbooking Support a Dean who moves quickly and expects rapid, accurate responses

Attend recurring team meetings and capture Dean’s notes, following up on action items as directed Prepare weekly agendas, collect agenda topics, and occasionally draft responses with provided direction

Track and gather information for upcoming meetings, appearances, ceremonies, and events

Support peak seasonal demands, including award ceremonies, dinners, and events

Maintain efficient and organized document management

Prepare a small volume of monthly expense reports (approx. 6/month) across faculty and dean-related accounts

Concur experience preferred, but not required

Work Environment Position is seated just outside the Dean’s office, across from the Chief of Staff Requires a polished, professional demeanor and strong executive acumen

Chief of Staff will assist with prioritization and guidance

Ideal Candidate Profile

Extremely nimble, proactive, and detail-oriented

Proven experience managing complex executive calendars

Strong organizational and follow-up skills

Comfortable operating in a high-visibility, executive setting Professional, discreet, and highly responsive

ADDITIONAL JOB DETAILS

Provides a wide range of administrative support duties, primarily including full day-to-day calendar management and meeting scheduling for the Dean of Harvard College. Also responsible for filing, organizing, printing, and drafting communication. Prepares detailed and accurate meeting materials, including agendas and advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance. Assists with student appointments and office hours and department events. Coordinates travel.

Description:

Provides wide range of complex office and administrative support to a senior manager or executive. Requires excellent communication and interpersonal skills. Serves as principal contact and source of information for customers of the department, including faculty, students, staff and external customers. Develops, implements and administers office procedures, policies and operations. May monitor budget including tracking expenditures and preparing reports. May maintain personnel records. Reviews, routes, answers and monitors follow up actions on correspondence. Provides wide ranging support including keyboarding, composing and editing letters, memoranda, reports, lecture course materials, presentations, cases. Uses multiple common office applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email. Uses Internet, may include basic website maintenance. Manages complex calendars, arranges for meetings, appointments and travel arrangements. May attend meetings with executive to provide logistical support, take detailed notes, and track needed follow up items. Requires ability to rapidly learn University and departmental policies and procedures.