Executive Coordinator

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Kennedy School?

The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

Job Description

The Senior Executive Coordinator will provide high-level support to the James Bryant Conant University Professor, Director of the Allen Lab for Democracy Renovation at the Ash Center for Democratic Governance and Innovation, and Director of the Democratic Knowledge Project at the Harvard Graduate School of Education. They will sit at the nexus of a complex ecosystem of organizations and activities led by the Director and must bring exceptional judgment, discretion, and diplomacy to coordinating a high volume of requests and communications across a diverse range of internal and external stakeholders, each with different priorities, expectations, and working styles. 

The Senior Executive Coordinator will perform a range of support activities including complex calendar coordination; managing incoming requests, including routinely and politely communicating declines and non-availability of the Director; interfacing with faculty, students, staff, external partners, media, and others on behalf of the Director; travel arrangements; and other duties as required by a demanding and high volume work environment. Candidates must demonstrate exceptional time management and organizational skills, meticulous attention to detail, consistently high standards of quality, the ability to multitask and prioritize successfully, and the ability to manage and track a high volume of requests, relationships, and follow-up actions simultaneously. 

The Senior Executive Coordinator works speedily yet accurately in a high-demand environment and will possess a high level of maturity and good judgment. They will work closely with the Director, maintaining steady communication and seeking feedback in a timely and consistent manner.

The Ash Center is a global and values-driven community that believes diverse perspectives are paramount to better understanding and addressing real-world problems. In fostering an environment of rigor, curiosity, and integrity, we value and respect different opinions, lived experiences, and diverse research and policy areas and approaches. We actively seek candidates who share our commitment and values. 

Specific responsibilities include: 

• Manage a complex calendar for the Director: 
• Monitor and resolve incoming requests each day through email, tracking sheets, and other management systems 
• Maintain a calendar that provides margin for meals, biobreaks, and other requirements of sustainability 
• Identify potential conflicts well in advance and seek timely solutions 
• Serve as liaison between the Director, their speaking agent, and parties requesting interviews or speaking engagements 
• Align daily and long-range commitments with flexibility recognizing the Director’s evolving priorities and objectives 
• Monitor steady stream of commitments and deadlines 
• Create and maintain regular communications with team members on Director's activities 
• Track student advisees and their basic scheduling needs for the Director’s time 
• Perform the following administrative duties: 
• Track, oversee, and reconcile Director’s financial expenses and reimbursements 
• Provide support for the faculty member’s travel, to include making flight and hotel reservations and/or coordinate with the speaker’s agency making said arrangements; 
• Perform general office duties as needed to include responding to correspondence, photocopying, ordering office supplies, mailing materials, and placing catering orders 
• Assist Allen Lab Coordinator with planning and executing Allen Lab events and meetings as needed 

Qualifications

Basic Qualifications:

Bachelor’s degree or equivalent experience and 5 years of professional experience in increasingly responsible administrative positions.

Additional Qualifications and Skills:

If you have some but not all of the following, we encourage you to apply; we value employees with a willingness to learn. 

• Experience with complex logistics or as an administrative professional to a high ranking or senior principal in a fast-paced environment with minimal supervision. 
• Excellent attention to detail and high standards for quality of work. 
• Excellent time management skills and ability to track multiple work streams, prioritize tasks to changing needs, and see tasks to completion in a timely manner. 
• Enthusiasm for new and emerging technologies and excellent computer skills, including word processing, spreadsheet and database management experience, and familiarity with automated systems (AI)¿ 
• Demonstrated ability to maintain confidentiality and exercise discretion 
• Must enjoy and thrive working in a fast-paced environment 
• Work well under pressure and be able to prioritize work¿ 
• Self-motivation and ability to take initiative when appropriate, to anticipate challenges, and to come up with solutions. 
• Strong interpersonal, oral, and written communication skills including drafting, editing, and formatting. 
• An interest and awareness of those making democracy deeper and more robust in the United States or around the world. 
• High EQ and the ability to relate on many levels with leadership, colleagues, and external partners. Tact, poise, mature judgment, diplomatic skills, and discretion. 

Additional Information

• Appointment End Date: Fully benefits-eligible one year term appointment, with possibility of renewal.
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education
• Other Information: This is an in-person/on-campus position based in Cambridge, MA, with possible flexible remote work options.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.