Harvard Medical School
The Executive Assistant (EA) provides administrative support for the Center for Computational Biomedicine (CCB) at Harvard Medical School (HMS). The EA is a key member of CCB’s administrative team and serves as the first point of contact for the Center’s Executive Director. The ideal candidate will handle complex situations and multiple responsibilities. The candidate must balance long-term projects, demonstrate initiative, tenacity, willingness to continuously develop new skills, and flexibility in their work while also maintaining a posture of support and service. The candidate will also be highly motivated, organized, and able to juggle multiple priorities. This position requires a team player with a positive attitude.
Scope of the Portfolio: The CCB manages multiple large and small software and analytic development projects and develops shared data and analytic resources for researchers across HMS. Additionally, the CCB has a strong educational mandate for courses and skills related to software, data analysis, computational skills and the adoption of new methods. These efforts are coordinated across departments in HMS.
Responsibilities include: 1. Highly complex scheduling and calendar management -- including proactively managing the day-to-day activities of the Executive Director, scheduling meetings involving high level attendees within Harvard Medical School and from external institutions. Coordinating meeting logistics as appropriate, including catering, audio visual requirements, reserving rooms, and preparing materials/agenda. 2. Serving as administrative contact in support of CCB for the Executive Director including communication/meeting management and document filing and organization. 3. Reviewing, researching, and investigating requests for the Executive Director’s time and recommending alternatives. 4. Responding quickly and efficiently to a high volume of scheduling requests and changes. 5. Assisting with conferences/workshops/symposia planning. 6. Effective and efficient performance of administrative tasks such as handling catering for events, copying, reviewing outside mail, scanning and filing documents, drafting correspondence including letters of reference, memos, and reports, greeting visitors, updating contacts, and maintaining executive files as needed. 7. Managing current paper and electronic working files as well as electronic archive files. 8. Fielding calls and emails as appropriate and reviewing, assessing, routing, answering and monitoring follow up action steps. 9. Assisting with CCB administrative processes for recruitment, onboarding new employees and team building retreats. 10. Arranging travel, including international and domestic flights, hotels, and other logistical needs. 11. Performs application and visa processing duties. 12. Assisting with corporate card reimbursements, travel and expense reconciliation. Keep Executive Director’s CV and NIH biosketch up-to-date. 13. Managing and processing confidential information and materials with discretion. 14. Working collaboratively with the CCB team, providing backup for various support functions. 15. Providing assistance to CCB Research Scientists, staff, fellows and postdoctoral trainees. 16. Providing administrative support in the submission of grant applications. 17. Applying significant independent judgment in identifying and resolving potential conflicts. 18. Performing special projects and other duties as assigned.
Three or more years of related experience in an administrative and/or professional setting. Education beyond high school may count toward experience.
Additional Qualifications and Skills
Bachelor's degree strongly preferred. Must demonstrate strong organizational, administrative, time management, and communication (both verbal and written) skills and the ability to work under pressure in a fast-paced, developing organization with facility to interact professionally at all times. Must be familiar with academic environment. Strong knowledge of Microsoft Excel, Word, Outlook and PowerPoint, and facility with learning new computer applications. Ability to handle sensitive and confidential information. The ability to prioritize multiple tasks, meet deadlines, and organize complex projects. Must be detail-oriented. The ideal candidate is expected to work both independently and as part of a team, thus, it is essential that this candidate have the ability to assume responsibility for own professional growth and development, and the ability to utilize the principles of teamwork. The candidate needs to be a quick learner and capable of working independently with multiple and conflicting priorities and frequent deadlines. Anticipates and resolves problems and updates supervisor on status of projects.
This is a one-year funded term position with possibility of extension contingent on work performance and continued funding to support the position.
This Staff role may start as a remote position due to the COVID-19 pandemic and while restrictions are still in place. The current remote nature of this role is considered temporary and may change as the University continues to evaluate options. While we continue to monitor the evolving COVID-19 guidelines, local on-campus work may be expected for some roles. Harvard Medical School does support flexible schedules, subject to individual departments’ business needs.
Harvard requires COVID vaccination for all Harvard community members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
Harvard University offers an outstanding benefits package including:
The Harvard Medical School is not able to provide visa sponsorship for this position.
- Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
- Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
- Retirement: University-funded retirement plan with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
- Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
- Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
- Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
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USA - MA - Boston
403035 Executive Assistant
Center for computational Biomedicine
55 - Hvd Union Cler & Tech Workers
37.5 hours/week | Monday-Friday | 8:30am to 5:00pm
Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
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.