Executive Assistant
Harvard University - Cambridge, MA

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School/Unit Faculty of Arts and Sciences Sub-Unit ------------ Location USA - MA - Cambridge Job Function General Administration Time Status Full-time Department FAS Office of Finance Salary Grade 054 Union 99 - Non-Union, Confidential Non-Ex Duties & Responsibilities
The Executive Assistant provides high-level administrative support to the FAS Associate Dean for Finance, the Director of Budget and Financial Planning, and their staff within the FAS Office of Finance. Reporting to the Department Administrator, the primary responsibility of this position is to schedule and coordinate complex meetings, calendar maintenance and all related communications. This requires a great deal of organizational finesse to make everything come together in a timely manner. Additional responsibilities include - but may not be limited to:
Greet and announce visitors, respond to inquiries, manage multiple phone lines
Make appropriate preparations for meetings (provide background briefings and materials, reserve rooms, plan logistics, order catering)
Draft, proofread, and edit documents; format presentations
Develop and maintain system of office organization, including hard copy and electronic filing
Create systematic process for tracking correspondence and status of requests and responses
Process financial expenses for the department and perform monthly reconciliation and journals
Hire, train and supervise part-time student office assistants
Work on special projects at the request of the Department Administrator to ensure smooth functioning of busy office Basic Qualifications
5 years of relevant administrative experience is required. Additional Qualifications

Bachelor’s degree preferred
A friendly, enthusiastic and approachable manner
Prior experience in highly visible, senior admin support position in academic/similar environment preferred
Must have superior organizational, written and verbal skills; tact, poise and mature judgment
Ability to anticipate the daily needs of the Deans and respond to last-minute changes in calendar/schedule; independently make appropriate adjustments to work flow
Able to balance taking direction and taking initiative, handle multiple, complex projects, set priorities, handle confidential information with discretion and professionalism and a strong sense of ownership
Strong writing and editing skills. Proficiency with Microsoft Word, Excel and PowerPoint; expertise in Outlook calendar functionality required
Good sense of humor helpful Additional Information All formal offers will be made by FAS Human Resources. Pre-Employment Screening Identity

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