Harvard University

Executive Coordinator to the COO
Harvard University Information Technology
61314BR

Position Description

Harvard University Information Technology (HUIT) is a community of IT professionals committed to delivering service and technological solutions in support of teaching, learning, research and administration. We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines - and depth in specific areas of expertise. HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment. If you are a technically proficient, nimble, user-focused, and accountable IT professional who also connects with the importance of collaborating well in a team environment, we are looking for you!

Job Summary:

Reporting to the Director of Administration, and a member of the HUIT Administration team that provides executive support to HUIT leaders, the Executive Coordinator to the COO will anticipate the daily needs of the Chief Operating Officer (COO) and help advance their agenda

Principal Duties and Responsibilities:

As a member of a coordinated Administrative Support team, the Executive Coordinator to the COO provides a wide range of highly skilled administrative and executive assistance to HUIT Chief Operating Officer (COO). As part of this administrative team, the Executive Coordinator will be called upon to provide a broad array of administrative support activities.

The Executive Coordinator anticipates the daily needs of the COO; works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities; ensures that the COO office space is professional and welcoming; anticipates and resolves a wide variety of issues.

The Executive Coordinator works with confidential material with tact and discretion, maintains accurate and organized paper and electronic files.

COO Scheduling: Serves as the principal owner of the COO calendar. COO and Chief of Staff will help Executive Coordinator assess capacity to carry out and prioritize activities.

Daily Briefings: The Executive Coordinator will be responsible for preparing the COO's daily briefing folder (schedule and meeting materials). Will take initiative; anticipate needs; and reach out to a variety of University constituents and the HUIT COO Leadership Team in collecting materials for briefings.

Events: Serves on the COO's events team, helping to organize COO sponsored events including Town Halls, and other collaborative functions.

General Communications/Meeting Staffing: Drafts, proofreads, and edits documents; formats presentations, helps to coordinate conferences, speaking engagements and committee work for the COO.

Travel and Expense/Finance: The Executive Coordinator is responsible for making travel arrangements and preparing expense reports for COO. The Senior EA will be trained on Harvard financial systems and will assist with ordering supplies, managing petty cash, and reviewing PCard Purchasing Card transactions.

Other: The Executive Coordinator should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas. Must have learning agility, capacity, and desire to understand technology

Basic Qualifications

• BA or equivalent experience.
• 3-5 years of administrative or related support experience in a dynamic environment.
• Very strong proficiency with all MS Office applications as well as in working with various file formats.
• Must have proven ability to utilize collaboration tools such as Zoom and Slack.

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• Superior organizational skills and attention to detail.
• Excellent communication (interpersonal, oral, written) organizational, analytical and problem-solving skills.
• Must have proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.
• Must be comfortable dealing with confidential and sensitive material/information.
• We seek an energetic, flexible and independent worker with a propensity toward highly varied administrative work.

Working Conditions

This position will be based in Cambridge, MA. HUIT actively supports hybrid work where business needs allow. Additional details will be discussed during the interview process. All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).

Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage(https://huhs.harvard.edu/covid-19-vaccine-requirement-faqs#gsc.tab=0). Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University's COVID-19 Information Website.

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values(https://huhs.harvard.edu/covid-19-vaccine-requirement-faqs#gsc.tab=0).

Job Function
General Administration

Sub Unit

Location
USA - MA - Cambridge

Department
Administration and Finance

Time Status
Full-time

Union
00 - Non Union, Exempt or Temporary

Pre-Employment Screening
Identity

Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement
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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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