Executive Coordinator

Executive Coordinator

The Executive Coordinator serves as the primary point of contact for the Social Science's Divisional Dean's Office and provides high-level administrative and executive support for the Dean and their senior leadership team. The Executive Coordinator reports to the Director of Strategy and Programs.

Job-Specific Responsibilities:

Office Administration and Operations

• Oversee and manage the day-to-day operation of the Division's main office.
• Oversee the comprehensive planning, coordination, and execution of complex recurring meetings and events for the Divisional Office, including managing scheduling, logistics, stakeholder communications, and operational details to ensure seamless delivery.
• Serves as the primary point of contact for the Social Sciences Dean's Office by greeting visitors and guests in a welcoming and professional manner, answering phones, and fielding general inquiries.
• Maintains up-to-date mailing and distribution lists and assists with the dissemination of information to internal and external stakeholders.
• Maintains the electronic filing system for general administrative records and materials.
• Maintains office equipment and supplies, including shared printers, photocopiers, and reception area, to ensure smooth day-to-day office operations.
• Coordinates visitor access and communicates with building management as needed.
• Performs on-campus administrative activities such as printing, preparing meeting spaces, organizing materials, receiving visitors, and supporting events.
• Develops, documents, and continuously improves administrative systems for tracking files, contacts, commitments, deadlines, and action items.
• Orders supplies and other materials.
• Serves as the primary day-to-day liaison to the Office of Physical Resources and related service providers.
• Coordinates with IT and other central service providers to resolve administrative or technical issues.
• Maintains an organized and professional divisional office environment.
• Identifies operational challenges, recommends, and implements solutions to improve office operations.
• Develops and implements process improvements that strengthen workflow, communication, and resource management.
• May manage contingent workers.

Vendor & Service Coordination

• Manages relationships and negotiates with vendors and service providers supporting office operations.
• Monitors vendor performance and ensures services meet office expectations and operational needs.

Calendar Management

• Manages a complex calendar encompassing decanal responsibilities, scholarly activities, University commitments, and external engagements. Proactively anticipates needs and troubleshoots scheduling conflicts.
• Serves as a primary point of contact for internal and external constituents seeking access to or information from the Dean.
• Exercises sound judgment in prioritizing meeting requests and determining appropriate scheduling based on urgency, importance, preparation requirements, and the Dean's priorities.
• Coordinates schedules with other senior administrators and staff whose responsibilities intersect with the Dean's work.
• Develops and maintains systems for tracking deadlines, commitments, follow-up items, invitations, and time-sensitive responsibilities.

Meeting Management

• Coordinates the preparation, coordination, and distribution of agendas, briefing materials, and other documentation with both internal and external stakeholders.
• Evaluates meeting venue options and coordinates comprehensive meeting and event logistics.
• Selects and hires vendors as needed to support meetings and events.
• Participates in regular Divisional staff meetings to coordinate calendars, upcoming activities, priorities, and responsibilities.
• Takes meeting notes and prepares minutes or follow-up materials as requested.
• Coordinates travel logistics for the Dean as needed.

Financial Support

• Manages administration of Dean's Discretionary Funds in conjunction with FAS Finance.
• Ensures timely and appropriate reimbursement and processing of divisional University-related business expenses.

Communications and Digital Presence

• Coordinates with Communications and Marketing unit to maintain and update the Social Science Division website.
• Reviews the Dean's email inbox daily to remove junk mail, flag messages requiring attention, and catch invitations, meeting details, and time-sensitive or urgent requests.
• Drafts and maintains templates to accurately address routine inquiries on the Dean's behalf.
• Handles confidential, sensitive, and private information with a high degree of discretion and tact.

Additional Responsibilities

• Coordinates special projects and divisional initiatives.
• Anticipates administrative needs and independently addresses routine operational issues.
• Escalates complex, sensitive, or policy-related matters appropriately.
• Arranges for appropriate tokens of appreciation or condolence for faculty, staff, and external constituents.
• Performs other duties as requested or needed to support the Dean, Divisional leadership, and effective operation of the office.

Working Conditions:

This is a full-time position with the expectation to be on site in Cambridge, MA at least 4 days per week. There may be the additional expectation of in-person attendance for specific meetings and events. Schedule details to be discussed during the interview process.

Physical Requirements:

None

Qualifications

Basic Qualifications:

• Minimum of five years of administrative, executive support, or related business experience, including experience supporting senior- or executive-level leaders.

Additional Qualifications and Skills:

• High level of independent judgment, initiative, discretion, collegiality, professionalism, confidentiality, and attention to detail.
• Demonstrated ability to anticipate needs, identify priorities, and independently resolve administrative issues.
• Demonstrated experience managing complicated executive calendars and competing priorities.
• Demonstrated ability to triage and prioritize a high volume of time-sensitive tasks and communications while maintaining accuracy and attention to detail.
• Exceptional verbal and written communications skills.
• Ability to work independently while recognizing when matters should be escalated.
• Strong interpersonal skills and ability to interact professionally with faculty, senior administrators, staff, students, alumni, external organizations, and visitors.
• Ability to learn and use Harvard administrative, financial, procurement, and other systems.
• Fluency in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint in a Mac OS environment as well as Office 365 collaboration tools (Teams, SharePoint, OneDrive, etc.), Google Suite applications, and Zoom.

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

Other Information:

• All formal offers will be made by FAS Human Resources.

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