Executive Assistant, ReBuild Initiative

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Why join the Harvard Graduate School of Design?

The Harvard University Graduate School of Design (GSD) educates leaders in design, research, and scholarship to make a resilient, just, and beautiful world. The GSD offers an unparalleled setting for interaction through the combination of disciplines—architecture, landscape architecture, urban planning and design, design engineering, real estate and housing—with an emerging research program and a robust public program of lectures and exhibition.

SUMMARY:

The ReBuild Initiative at the Harvard University Graduate School of Design (GSD) aims to develop a new model for urban planning and design focused on transforming the built environment with a concentration on design excellence, sustainability, and quality of life for all. ReBuild is an initiative launched by Dean Sarah Whiting and chaired by Maurice Cox, Emma Bloomberg Professor in Residence of Urban Planning and Design. It will accomplish its goal through multi-disciplinary research, engagement with practice, development of new curricular materials, and executive education training for city leaders in partnership with the Bloomberg Center for Cities.

Reporting to the Program Director of the ReBuild Initiative, the Executive Assistant is responsible for providing a wide range of high-level administrative support with accuracy, discretion, and good judgement. Building from previous administrative experience, the role will balance administrative management, program coordination, and communications responsibilities. The Executive Assistant, working with faculty, staff, students, and guests, will often be the first point of contact for the Initiative and is responsible for coordinating schedules, visits, and managing email and phone inquiries.

NOTE: This is a one-year Term limited position with the possibility of continuation.

TYPICAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

Administrative Management

• Design, organize, and implement administrative systems to manage the operations of the Initiative.
• In collaboration with the Graduate School of Design’s finance team, manage reimbursements and financial record-keeping for the Faculty Chair or Program Director.
• Provides data entry, proofreading, information tracking, providing onboarding support, and other administrative support on team projects.
• Support Initiative knowledge management by collecting and maintaining an archive of key materials.
• Offer administrative support as needed.

Program Coordination

• Manage the calendar of Initiative events, team meetings, and other meetings as requested, demonstrating sound judgment in prioritizing requests for time and communicating scheduling decisions in a diplomatic way.
• Coordinate domestic and international travel as necessary for the Initiative and its guests.
• Coordinate meetings, including drafting and disseminating agendas, preparing materials, and event execution and logistics as needed.
• Manage room bookings and catering needs for the Initiative as needed, including workshops, meetings, and other events/special circumstances.
• Offer logistical support as needed.

Communication and Collaboration

• Serve as a point of contact and information source for the Initiative with faculty, staff, students, and the public via phone, email, and in person.
• Independently and collaboratively draft and edit correspondence and other original content such as recommendations and meeting talking points, and communicate on behalf of the Faculty Chair or Program Director, as needed.
• Monitor emails as requested; review, prioritize, and appropriately distribute all correspondence; monitor replies and inform the relevant party of items requiring attention.
• Disseminate Initiative information to students, faculty, staff, and others; update relevant Initiative webpages or materials, liaising with the web team or other partners as needed.
• Collaborate frequently with departments of the Graduate School of Design, the Bloomberg Center for Cities, and other internal and external units to the University to complete tasks as needed.

SUPERVISORY RESPONSIBILITIES:

• There are no supervisory responsibilities associated with this position.

Working Conditions:

• While the Initiative will be based in Cambridge, MA, and the work is mainly performed in an office setting, flexible work options for this role will be discussed during the interview process.
• Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA.

Physical Requirements:

• Employee must be able to perform the job in person and on campus. Some physical tasks are required: moving boxes of supplies, sorting mail, setting up and breaking down materials, and catering for events.
• Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Please note that to be considered for this position, a cover letter and resume are required with the submission of your application.

Basic Qualifications:

• HS Diploma or equivalent, required
• 3-5 years administrative experience directly supporting a high-level manager required. 
• Strong computer skills required, including proficiency with Microsoft Office, email and calendar applications, and strong software abilities to assist in managing contacts, events, etc. (e.g., Airtable)
• Exceptional oral and written communication skills, critical thinking, and problem-solving abilities
• Excellent editing and proofreading skills required
• Outstanding customer service skills
• Ability to work as part of a close team of staff sharing responsibilities when necessary to meet the needs of the Initiative

Additional Qualifications and Skills:

• BA/BS degree preferred
• Experience in an academic environment preferred
• Experience working independently, thinking strategically, and providing recommendations on the next steps
• Experience working with website content preferred
• Professional manner and excellent organizational skills
• Must work with confidentiality and have good judgment
• Demonstrated ability to prioritize and execute multiple tasks simultaneously
• Must be a self-starter and have excellent follow-through skills
• Must be able to interact professionally with all levels of staff, faculty, potential donors, and the public
• Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy
• Ability to create effective administrative processes and systems is important

• Candidates selected to interview will be asked to complete a skills assessment that includes a writing test.
• Standard Hours/Schedule: 35 hours per week
• Compensation Range: $61,894 - $70,000
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

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. 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.

Salary Grade and Ranges

This position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• 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 on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

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.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.