Executive Assistant

Company Description

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.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

At Harvard FCU, we believe a brighter world is possible, and that together, we can all help create it. That’s why, since 1939, we’ve helped our members build a strong financial future so they can make an impact in life, wherever it may lead. From students to professionals, from in-branch to online, from new beginnings to lifetime milestones, from Harvard Square to around the world, we deliver the accessible financial tools and resources everyone, everywhere needs to thrive. By coming together to serve, equip, and empower people to make a positive impact in their lives and communities, we’re helping build a more prosperous world for all. Join us!

Harvard FCU: https://harvardfcu.org/ 

Job Description

Job Summary:

The Executive Assistant is a unique role at Harvard FCU. Reporting to the President & CEO, the Executive Assistant role is the central connection for staff, members, and partners to connect with the President & CEO, senior leadership, and our Board of Directors (including our Supervisory Committee).  In this role you will be championing company culture, managing schedules, assisting with correspondences and presentations, planning events, and acting as the point of contact for the CEO, Senior Team, and Board of Directors. 

Job-Specific Responsibilities:

Executive & Senior Team Support

• Serve as primary point of contact and gatekeeper for the President & CEO, managing calendars, priorities and daily workflow.
• Plan, schedule, and manage calendars for all senior team leaders, including scheduling meetings, resolving conflicts, and ensuring appropriate prioritization.
• Prepare senior team members for meetings by coordinating agenda, briefings, background materials, and meeting logistics (meeting spaces, AV/IT, food and beverages, etc.).
• Draft, proofread, and edit correspondence, presentations, and other documents on behalf of the President & CEO and senior leadership.

Board of Directors & Committee Support

• Plan and manage all aspects of Board of Directors meetings, including collection and preparation of materials, loading all documents onto the board portal, and preparation of accurate, timely minutes.
• Attend all Board and Committee meetings, including advance preparation with committee chairs on agendas and material submissions.
• Prepare, maintain, and distribute all Board and Committee minutes, ensuring appropriate approvals and secure recordkeeping.
• Act as direct liaison with Board and Supervisory Committee members, serving as the administrator and subject matter expert for the board portal and related tools.

Meeting, Event, and Project Coordination

• In coordination with the Marketing team, plan and organize the annual meeting and election, as well as the annual employee meeting.
• Assist senior team leaders with planning and executing conferences, events, and webinars, including registration, hotel accommodations, travel arrangements, and on-site support as needed.
• Coordinate internal meetings, retreats, and staff events that help support and reinforce Harvard FCU’s culture and values.
• Track and follow up on action items from key meetings to ensure timely completion and communication of outcomes.

Technology and Systems Proficiency

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with collaboration platforms such as Teams, Zoom, SharePoint, and OneDrive
• Experience managing virtual meetings and supporting meeting technology
• Experience with board governance software (e.g., OnBoard, Diligent, BoardEffect)
• Ability to learn and effectively utilize new technologies and business applications

Operational & Administrative Management

• Reconcile and submit monthly credit card invoices to Accounts Payable, ensuring all expenses have