Senior Executive Assistant to the Provost

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

About the Role

Reporting to the Deputy Provost and Chief of Staff, the Senior Executive Assistant to the Provost of Harvard University is a key member of the Provost’s support team. In partnership with the Chief of Staff, the Senior Executive Assistant ensures that the Provost’s administrative needs are met.

Responsibilities

• Provide high-level support and perform complex administrative duties with the highest degree of judgment, confidentiality, and timeliness.
• Develop and maintain systems and processes for managing the Provost’s administrative needs.
• Exercise significant independent judgment in managing the Provost’s complex calendar, including reviewing and researching requests for the Provost’s time and recommending alternatives as needed.
• Respond quickly and efficiently to scheduling requests and changes.
• Work collaboratively with colleagues across the University and outside the University to identify and resolve conflicts.
• Manage domestic and international travel arrangements for the Provost, working with University Development and other partners.
• Manage all business expenses and reimbursements for the Provost.
• Manage and oversee logistics for small- and large-scale special events and assigned special projects for the Provost.
• Manage contacts and liaise with a broad range of internal and external constituents (e.g., deans, senior administrators, faculty, students, staff, alumni, external partners, etc.).
• Maintain a high level of professionalism and discretion in all institutional interactions while adjusting to changing priorities.
• Provide in-person support for the Provost, including greeting visitors and guests, producing meeting materials, and preparing conference rooms for meetings, including ordering and coordinating catering.
• Provide back-up calendar support for the Deputy Provosts.
• Perform other duties as assigned to ensure the smooth operation and responsiveness of the Provost’s Office.

Requirements

• Seven (7) years of experience working with and supporting senior/executive leaders.
• Advanced proficiency with Microsoft Outlook, Word, and Excel.

Qualifications

• Bachelor’s degree preferred.
• Experience with Harvard strongly preferred.
• Familiarity with an academic environment preferred.
• Excellent written, verbal, and interpersonal communication skills.
• High level of discretion, confidentiality, organization, and attention to detail.
• Ability to multitask, prioritize, be flexible, and work in a fast-paced environment with tight deadlines.
• Ability to interact with colleagues throughout the University, including senior leadership, and beyond.
• Dedicated team player with strong customer service orientation.
• Comfortable working in a fast-paced work environment where demands may need to be reprioritized frequently.
• Creative approach to problem-solving.

Schedule

• Standard hours: 35 hours per week, generally 9:00 a.m. – 5:00 p.m., Monday – Friday.
• The fast-paced nature of this position requires responsiveness for the duration of the day and may occasionally require early or late hours. Extended hours will be required.
• This position includes a 3-month orientation and review period.

Work Format

This position has been determined to allow some duties to be 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.

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.

Learn more about these and additional benefits.