Executive Assistant

Position description

 

Are you drawn to the community and energy of being on a college campus? Can you see yourself supporting distinguished academics? If so, consider joining our team as an Executive Assistant at Harvard Kennedy School.

The Belfer Center has an immediate opening for an Executive Assistant who will play a pivotal role in facilitating the work of a senior professor at the Belfer Center for Science and International Affairs at Harvard Kennedy School.

This position reports to Jake Sullivan, Kissinger Professor of the Practice of Statecraft and World Order and former National Security Advisor to President Joe Biden. With minimal supervision, the Executive Assistant will provide a high level of administrative and logistical support to Professor Sullivan supporting his engagements and programmatic events and facilitating the activities around an upcoming book project. 

 

Position Description

 

Roles & Responsibilities will include:

Faculty Support and Office Administration:

• Manage complex calendars, travel arrangements (including travel visas, when necessary), expense reimbursements, and logistical details of media appearances.
• Communicate professionally with internal and external stakeholders on behalf of the faculty.
• Read faculty member’s email, triage priority requests, and track responses.
• Prepare daily briefings of faculty member’s upcoming workday.
• Prepare meeting documentation, manage filing systems, and maintain office inventory.
• Move projects/tasks forward and continually look for ways to leverage faculty time, oversee task-tracking of action items and outstanding requests.
• Proofread documents, retrieve research resources, and submit materials for publishing and distribution on campus and globally.
• Onboard student research assistants or other temporary staff.
   

Programmatic and Course Support:

• May assist Professor Sullivan’s courses at HKS, possibly including booking space and arranging class events and guest speakers; requesting copyright clearances for course readings through our Library and Research Services and posting them on Canvas (online course website), provide administrative guidance to course assistants; manage office hours for faculty; provide class handouts and other related duties as assigned.
• At the direction of the faculty, provide support as needed to organize programmatic events or activities related to faculty research priorities; including (but not limited to): public seminars, private workshops or discussions, and student programming. Meet and greet senior guests.
• As needed, support faculty nominated fellows by preparing HR paperwork and onboarding fellows, including: draft offer letters, process nomination forms, add scholars to HR system, obtain appropriate administrative approvals, track status; other related fellows’ support.
• Additional related tasks or special projects as they arise.

 

 

Basic Qualifications

 

• Bachelor’s degree and a minimum of 4 years of related experience providing administrative support to senior-level executive staff. Internships will count toward experience. 

 

Additional Qualifications and Skills

 

• Bachelor's degree in a relevant field (such as History, International Relations, or a related discipline) preferred.
• Knowledge or interest in science, international affairs, national security, and policy issues is desirable.
• Experience working with high-profile individuals from government, business, and/or academia is desirable.
• Strong organizational skills with exceptional attention to detail and ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal.
• Collaborative and team-oriented mindset, with the ability to work effectively with cross-functional teams.
• A proactive attitude, creative problem-solving skills, and the ability to adapt to changing priorities.
• Familiarity with Salesforce, Marketing Cloud, and CMS platforms. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.

 

Additional Information

 

This position is a fully benefits-eligible term appointment ending one year from date of hire, with possibility of renewal.

This is an hourly, non-exempt, 40 hour/week position, with additional overtime hours likely.

Learn more about our work culture and see yourself at Harvard Kennedy School.

We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning and working environment.
 
This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of five days per week during the academic year. Specific days and schedule will be determined between you and your manager.

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.
 
Salary Range: $65,653 - $104,471
Note: 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.

 

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

The Belfer Center for Science and International Affairs is the hub of Harvard Kennedy School's research, teaching, and training in international security and diplomacy, environmental and resource issues, and science and technology policy. The Belfer Center was named a “Center of Excellence” by the University of Pennsylvania’s Think Tanks and Civil Societies Program in 2021 – the last year of its ranking program – in recognition of the Center’s six consecutive years as the world’s #1 university-affiliated think tank. The Center has a dual mission: (1) to provide leadership in advancing policy-relevant knowledge about the most important challenges of international security and other critical issues where science, technology, environmental policy, and international affairs intersect; and (2) to prepare future generations of leaders for these arenas. 

To learn more, please visit https://www.belfercenter.org/.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/benefits-wellbeing) 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.

Application instructions

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