Job Summary: As the lead administrative support for the Elizabeth and John Moors Cabot Director of the Harvard Art Museums, the Executive Coordinator performs a range of duties to ensure smooth daily operation of both the Director's Office and the operational needs of the senior members of the Director's suite, comprised of the Director, Deputy Director, and the Chief Curator. This position manages the Administrative Coordinator. The Executive Coordinator ensures that the Director is prepared for all daily activities, which includes preparation and gathering of meeting materials and tracking of ongoing projects or other activities, and briefing the Director, as appropriate.
Roles and Responsibilities:
Acts as the primary assistant for the Director. Serves as liaison between the Director and constituents, as needed and directed.
Manages the Director's complex scheduling and logistical support needs. Oversees the prioritizing of schedule requests, meeting planning, and travel arrangements.
Ensures effective and sensible scheduling and coordination of logistics for meetings, travel, and special events.
Displays a high level of diplomacy and customer service with key constituents, including senior university administrators, deans, faculty, staff, and students, as well as donors, visitors, guests, and other external contacts.
Creates and proposes meeting agendas as directed; creates daily briefing folders for the Director; proactively sources and presents background materials for meetings as part of daily preparation.
Manages correspondence and incoming mail. Drafts correspondence for Director's review and approval; proofreads prepared documents for clarity and accuracy before presenting to Director for approval; opens, sorts and prioritizes incoming mail, as directed.
Drafts talking points for presentations, working with Director of Communications, Director of Institutional Advancement, and others, as appropriate. Develops PowerPoint presentations and/or edits decks.
Maintains system of files and archives for reference. Works with Senior Archivist for retention of documents and materials, as appropriate.
Attends Director's meetings as requested, taking minutes or tracking next steps. When instructed by the Director, attends meeting as Director's representative. Collects necessary information, makes recommendations on next steps and ensures follow-through on tasks.
Reviews, researches and investigates requests for the Director. Independently manages special projects assigned by the Director.
Manages the Administrative Coordinator, who provides the primary administrative support for the Deputy Director and the Chief Curator. Participates in the hiring of the Administrative Coordinator, as the need arises.
Acts as a key resource for Harvard Art Museums' senior staff on projects and priorities of the Director.
In coordination with the Office of the Governing Boards, performs administrative functions in support of the Committee to Visit the Harvard Art Museums. Working closely with the Institutional Advancement staff, provides support for other advisory committees.
Performs other job duties as they arise and when needed.
The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
Skill assessments, including writing samples may be required.
Occasional evening and weekend work may be required.
Salary Grade: 056
Union: 97 - Non-Union,Statutory Supervisor
Bachelor's Degree. Minimum of 5 years of administrative support experience, including experience supporting senior leader or executive.
Must be highly organized, detail oriented, and have the ability to work competently and efficiently in a multi-task environment. Must have proven organizational skills, ability to prioritize work in a fast-paced environment with multiple and sometimes conflicting interests.
Computer literacy and motivated to learn and flexible to change. Adaptable, while retaining a strong sense of goals and priorities.
Must be able to display a poised and professional demeanor; remain unfazed by a dynamic environment with shifting and competing priorities.
Excellent communication and interpersonal skills; demonstrated ability to work with colleagues, in a collaborative environment. Superior writing skills; proofing and editing skills, with experience writing for different audiences.
Must be creative and proactive, able to streamline work volume in order to maintain bottom line efforts in midst of multi-tasking and daily re-prioritizing.
Must be able to evaluate problems accurately and display good, sound and confidential judgement.
Must be able to listen carefully, as well as, to influence and persuade others.
Able to work effectively with internal and external constituencies in a university environment. Strong customer services is required.
Experience and interest in working in a cultural institution a plus.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.