Executive Assistant
Harvard University - Boston, MA

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Executive Assistant

School/Unit
Harvard Medical School

Sub-Unit
------------

Location
USA - MA - Boston

Job Function
General Administration

Time Status
Full-time

Schedule
40hrs/week, Monday-Friday, 8:30am-5:30pm

Department
Global Health and Social Medicine

Salary Grade
054

Union
55 - Hvd Union Cler & Tech Workers

Duties & Responsibilities
The Executive Assistant (EA) to the Chair of the Department of Global Health and Social Medicine will directly support the Chair. The (EA) is a member of this team that provides direct support for the physician-anthropologist who serves as the Kolokotrones University Professor and Chair of the Department of Global Health and Social Medicine at Harvard Medical School; Chief of the Division of Global Health Equity at Brigham and Women’s Hospital; and Co-Founder of Partners In Health.

The EA’s primary responsibilities include managing the Chair’s schedule, including managing a significant volume of incoming invitations and schedule requests; making all arrangements for the Chair’s frequent domestic and international travel; managing phone, email, and written correspondence; financial management and tracking; and acting as a liaison for the Chair to all of the institutions with which he is affiliated.

In order to fulfill these tasks successfully, the EA must exhibit strong judgment, diplomacy, and discretion. Attention to detail, exceptional organization, efficient management of priorities, effective communication, and ability to work well with a team in a fast-paced environment are essential.

Specific responsibilities include:

Schedule and travel coordination:
-manage the Chair’s calendar; oversee all scheduling
-circulate weekly and daily schedule and aid in briefing the Chair in advance of meetings and events
-coordinate Chair’s travel arrangements, including flights, hotels, ground transportation, visas
-assess all speaking and other invitations and aid in determining which events the Chair will attend; perform necessary follow-up to accept or decline
-work with team of research assistants to ensure proper and complete preparation of materials for classes, meetings, conferences, and speaking obligations

Communication
-field a high volume of email and phone inquiries and requests
-answer Chair’s phone line, addressing or rerouting all requests
-address all requests with tact, diplomacy and warmth

Financial Management
-oversee budget and spending done on Chair’s behalf
-reconcile honoraria and reimbursements from speaking engagements
-reconcile credit card statements

Basic Qualifications
Three or more years of related experience preferably in a complex office environment or an equivalent of education plus relevant experience is required. The Executive Assistant must have excellent computer skills, including knowledge of Microsoft Office Suite.

Additional Qualifications
Exceptional organizational and analytical skills, with a strong customer service orientation. Demonstrated experience providing administrative support in a complex, fast-paced office setting. Ability to assess priorities and manage multiple complex activities in a time-sensitive environment and meet deadlines while maintaining quality and attention to detail. Demonstrated ability to work with a team but also to work independently and take initiative. Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and constituents. Experience living or working abroad in cross-cultural environments preferred.

Pre-Employment Screening
Identity

Harvard University - 22 months ago - save job - block
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