Job Details
Role: Executive Assistant and Administrative Coordinator
Job ID: HUJP00009168
Location: Cambridge, MA 02138-(Hybrid-3 days onsite: Tuesday, Wednesday, Thursday )
Top Skills:
Should have supported high level executive experience with concur for reimbursements high calendar management.
General Job Description:
This Executive Assistant and Administrative Coordinator reports to the Chief Information Officer (CIO) and has two primary roles: (1) Executive Assistant for CIO and (2) Administrative Coordinator for the Information Technology Department.
(1) For the CIO, this position provides personal administrative support such as managing the CIO s very busy calendar/schedule; scheduling leadership, committee and team meetings; collecting, developing, and organizing information; composing and editing correspondence, presentations, and documents; and more.
(2) For the IT Department, this position is responsible for performing various administrative
and financial management functions, including coordination for: procurement, contract management, administrative support to IT related committees and project teams; communication with vendors and other external parties; invoice processing; general ledger transactions; and scheduling meetings
Specific Responsibilities:
Manages the CIO s calendar and responds to scheduling needs and requests from both internal
and external sources
Schedules leadership, committee and team meetings
Collects, develops, and organizes information
Composes and edits correspondence, presentations, documents and more.
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 the 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
Stocks/inventories departmental supplies, routes mail, maintains departmental technologies
(copier, fax, printer)
Basic (Required minimum) Qualifications:
Minimum of 3 years executive or office administrative experience
Additional Qualifications:
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
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
Results oriented
Ability to demonstrate personal initiative and creative problem solving
5 plus years of experience preferred
Experience with financial management and accounting