The Executive Assistant directly reports to the Associate Dean and Chief Information Officer (CIO) at the Harvard Kennedy School of Government (HKS). This position has two primary roles: 1) administrative coordinator for the Information Technology (IT) Department at HKS; and 2) Executive Assistant for the Associate Dean and CIO. For the 33 person IT Department, this position is responsible for performing various administrative and financial management functions, including meeting coordination; procurement; contract management; administrative support to IT related committees and project teams; communication with vendors and other external parties; invoice processing; and general ledger transactions. For the Associate Dean and CIO, this position provides administrative support such as managing the CIO's calendar/schedule; composing and editing correspondence; and creating presentations and documentation.
Specific Responsibilities include:
Schedules and plans departmental meetings and events.
Communicates closely with vendors and other external parties; acts as department liaison and primary point of contact for individuals outside of HKS.
Coordinates candidate interviews/external party visits and communication.
Maintains departmental record keeping and filing, including contracts and confidential personnel and financial data.
Supports procurement and contracting processes for school-wide purchases of software, hardware and leased computers. This includes working with various departments regarding the planning and budgeting of their leased personal computers.
Supports, documents, and communicates on behalf of working groups and task forces (Information Technology Advisory Group, IT Affinity Group, Risk Management Committee, etc.).
Receives, routes, prepares, and monitors department's financial transactions using Harvard's financial systems; prepares information for budget analysis.
Manages the CIO's calendar and responds to scheduling needs and requests from both internal and external sources.
Composes and edits communications, correspondence, presentations, and documents.
We regret that the Harvard Kennedy School does not provide Visa Sponsorship. Harvard University requires pre-employment references and background checks. Harvard University is committed to supporting a healthy, sustainable learning and working environment.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Minimum of 3 years executive support or administrative office support experience.
5+ years executive support or administrative office support experience preferred.
College degree preferred.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Working knowledge of and experience with financial management and accounting.
Experience in a high profile environment providing complex administrative support.
Excellent oral and written communication skills.
Ability to prioritize and manage multiple and ongoing demands.
Excellent attention to detail.
Ability to effectively work and communicate with a variety of personalities, skills, and levels.
Ability to demonstrate personal initiative and creative problem solving.
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.
Internal Number: 49808BR
About Harvard University Kennedy School
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. The 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.