67788BRAuto req ID:67788BRJob Code:403040 Coordinator II Department Office Location:USA - MA - Cambridge Business Title:Executive Assistant and Administrative CoordinatorSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications: Minimum of 3 years of executive or office administrative experience Additional Qualifications and Skills: + Proficiency in Microsoft Teams, Sharepoint, Outlook, Microsoft Word, Excel, and PowerPoint + Prior experience in a high-profile environment providing complex administrative support to a senior executive, including complex calendar coordination, expense management, and itinerary planning + Excellent oral and written communication skills + Ability to prioritize and manage high-volume and competing demands + Excellent attention to detail + Ability to effectively work and communicate with a variety of personalities, skills, and levels + Results-oriented with the a bility to demonstrate personal initiative and creative problem-solving + Ability to respond quickly and strategically to changing priorities and challenges + Five-plus years of experience preferred + Strong adopter of technology preferred; interest in education, research, and technology. + Comfort with numbers and ability to work in financial systems for entering orders and invoices, managing/tracking expenses, pulling reports, and presenting info in Excel. Additional Information: Learn more about our work culture (https://www.hks.harvard.edu/more/about/leadership-administration/human-resources) and see yourself at Harvard Kennedy School. This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager. The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines. Salary Range : $51,401 - $104,471 Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity. We regret that the Harvard Kennedy School does not provide visa sponsorship. Harvard University requires pre-employment reference and background checks. Harvard University is committed to supporting a healthy, sustainable learning and working environment. Department:Information TechnologyPre-Employment Screening:Identity Schedule:Monday through Friday, 9 a.m. to 5 p.m.Job Function:General Administration Position Description: Specific Responsibilities Include (but are not limited to): + Executive Assistant to the CIO: + Manage the CIO’s calendar and respond to scheduling needs and requests from both internal and external sources in coordination with the CIO’s priorities + Coordinate travel itineraries for the CIO for work conferences, including expense reporting management, corporate card payments, and reimbursements. + Interact and collaborate across HKS and Harvard, including the Dean’s office, HUIT, faculty, and other senior leaders and their staff. + Schedule gather agenda, and meeting notes for recurring leadership, committee, and team meetings including (but not limited to): + Senior Leadership Team, Leadership Team, HKSIT 1:1s with direct reports + Participate on several HKSIT committees, including agenda preparation, pre-read collation and distribution, and notes-taking + Draft, edit, and proof correspondence, presentations, and documents. + Act as department liaison and primary point of contact for individuals outside of HKS + Develop and document department-wide policies in collaboration with Senior Leadership. + Administrative Coordinator to the HKSIT Department + Coordination with CIO calendar, assistance with room reservations/catering/AV service requests + Work with hiring managers to schedule applicant interviews + Scheduling requests for the CIO or CIO led-meetings, it is not the responsibility for the EA/AC to schedule all meetings on behalf of the 35-member staff. + Coordinate with the Social Committee and other activities, such as Innovation Wednesdays, and help plan events like going-away parties. + Coordinate contingent and temp hires with HKSIT hiring managers and Human Resources. + Coordinate candidate interviews/external party visits and communication + Strategize and maintain departmental record keeping and filing in Teams and Sharepoint, including (but not limited to): + HKSIT policies, organizational charts, staff directories, etc. + Communicate closely with vendors and other external parties regarding invoicing and purchasing. + Provides general office support including (but not limited to): + Stock/inventory departmental supplies, route mail, maintain departmental technologies (copier, fax, printer), managing the CIO’s phone voicemail. + Schedule and coordinate event details and agendas for departmental meetings and events including (but not limited to): + All-Staff monthly, HKSIT Communications (monthly), Innovation Series, Holiday Celebrations, Community Expression events, etc. School/Unit:Harvard Kennedy School 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.Job Summary: This Executive Assistant and Administrative Coordinator reports to the Chief Information Officer (CIO) at the Harvard Kennedy School of Government (HKS) and has two primary roles: (1) Executive Assistant for the CIO and (2) Administrative Coordinator for the Information Technology Department. (1) For the CIO, this position provides executive administrative support, such as managing the CIO’s busy calendar and scheduling HKSIT leadership, committee, and team meetings, including collecting, coordinating, and following up on the information, meeting agenda, taking notes, and action items. (2) For the 35-person HKSIT Department, this position performs various administrative and financial management functions, including administrative support to IT-related committees and project teams, communication with vendors and other external parties, invoice processing, and general ledger transactions. The EA/AC supports achieving the key functions of the HKSIT department and the CIO's priorities. Commitment to Equity, Diversity, Inclusion, and Belonging: Harvard Kennedy School’s Mission and Commitment to Diversity, Equity, and Anti-Racism At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies. Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism. Benefits:We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include: + Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers. + Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date. + Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more. + Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service. + Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools. + Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions. + Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning. + Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more. + Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston. Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-DS1Work Format Details:This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.