Executive Assistant and Administrative Coordinator

Responsibilities

• Executive Support to the Faculty Director (50%)
• Manage complex calendar across multiple time zones, ensuring the faculty director is prepared, has needed materials, is on time, and in the right location for a complex series of meetings, events, and conferences both at HGHI, across Boston and during international travel.
• Coordinate high-level meetings involving multiple stakeholders within HGHI, across Harvard, external organization and international partners.
• Prepare briefing materials: synthesize reports, draft agendas, correspondence and letters of recommendation.
• Track deliverables and deadlines for grants, reports and publications; proactively manage timelines to ensure smooth completion.
• Arrange comprehensive travel logistics (flights, accommodation, ground transportation, conference registration). Process reimbursements (prepare and submit travel reimbursements for approval; submit corporate card and purchasing card receipts and documents for approval).
• Administrative Coordination (30%)
• Support Executive Director and senior staff on projects requiring logistics coordination, meeting preparation and event execution.
• Coordinate AV needs, catering (with attention to dietary requirements), room setup and materials preparation for meetings and events. Print and copy meeting materials as requested. Take and distribute notes, as necessary.
• Serve as primary contact for HGHI phone line, greet visitors, manage badges and parking.
• Act as triage point for administrative issues and liaison between the institute and broader Harvard community.
• Coordinate external visits, including scheduling, developing itinerary and meeting logistics.
• Systems and Process Management (20%)
• Maintain organized, confidential filing system for correspondence, records and administrative materials.
• Collaborate with leadership to evaluate and implement administrative systems and procedures that optimize workflow.
• Exercise sound judgement on routine administrative decisions; escalate complex issues appropriately.
• Manage multiple concurrent projects with competing deadlines.
• Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.
• Minimum five years of related experience. Education beyond high school may count toward experience.
• Additional Qualifications and Skills:
• Experience in global health preferred. Bachelor's degree is strongly preferred.
• Strong organizational skills. Proven ability to manage competing priorities, complex schedules and high-volume workload.
• Exceptional written and verbal communication; ability to draft professional correspondence independently.
• Demonstrated ability to handle confidential information with tact and make sound decisions.
• Self-directed with strong ability to anticipate needs and resolve issues independently.
• Proven success working with diverse stakeholders including faculty, administrators, donors and international partners.
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity
• Other Information: This position will have a 3-month orientation and review period.
• #LI-KP1
• Work Format Details
• This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. Wh

Benefits

Additional Information

ABOUT HGHI: The Harvard Global Health Institute (HGHI) is an interfaculty initiative that facilitates collaboration across the Harvard community and partners worldwide to advance global health equity. We tackle the greatest health challenges of our time through innovative transdisciplinary research, education, and partnerships that build knowledge and catalyze positive change in global health. Our team works across Harvard's schools and international stakeholders to drive impact in global health. POSITION OVERVIEW: Reporting to HGHI's Executive Director, this role provides essential executive support to the Faculty Director and administrative coordination across the institute. This position will also support the Faculty Director's appointment at Harvard Medical School. You'll manage high-stakes logistics, maintain critical relationships within HGHI, across Harvard and externally, and ensure seamless execution of the institute's mission-critical activities. This position requires exceptional judgement, diplomacy and the ability to anticipate needs in a fast-paced, complex environment.

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