Executive Assistant and Administrative Coordinator

About the role

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. This role provides essential executive support to the Faculty Director and administrative coordination across the institute.

Key responsibilities

• Executive Support to the Faculty Director (50%)
• Maintain a highly proficient and professional image of the Harvard Global Health Institute and the Faculty Director by collaborating with the team to achieve the institute's goals and forge strong employee relationships, interdepartmental relations, key stakeholder relationships, and public relations.
• 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.
• Cook up high-level meetings involving multiple stakeholders within HGHI, across Harvard, external organizations 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%)
• 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.

Qualifications

• Minimum five years of related experience. Education beyond high school may count toward experience.
• 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.

Pay

Salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Equal Opportunity

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Work Format

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. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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