Executive Assistant and Administrative Coordinator

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.

Job Description

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. 

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.
• 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.

Qualifications

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 prefe