Faculty Administrative Assistant

Faculty Administrative Assistant

We are actively hiring for multiple Faculty Administrative Assistant roles under this posting. Apply today!

As the professors' administrative assistant, this role provides valuable tactical and administrative help to our faculty in support of Harvard Business School's (HBS) mission to educate leaders who make a difference in the world. Reporting to a Manager of Unit and Faculty Support the Faculty Administrative Assistant supports faculty with complex administrative duties related to their teaching, research, and other responsibilities. The Faculty Administrative Assistant will act as a seamless extension of the faculty they support and will work closely with other Faculty Administrative Assistants across ten academic units, as well as with their manager. Faculty Administrative Assistants also work with and assist peers on activities that support teaching, research, finance, and other departments.

• Administratively supports multiple faculty, while acting as a liaison between students, other instructors, and various HBS and University departments
• Provides support to faculty and/or other projects on a short-term and long-term basis based on business needs and varying team support requirements
• Supports faculty when they are teaching and with course platform; assembling and editing syllabi, supporting the grading process, preparing materials and presentations for class; coordinating arrangements for class visitors, etc.
• Manages and coordinates extremely active, complex calendars; scheduling appointments, meetings, and events
• Performs basic online research; retrieves books, articles, and other information
• Prepares documents for articles, cases, teaching and research materials, which may include proofreading, formatting exhibits, citations, and organizing files
• Composes, prepares, and edits professional correspondence that is sometimes confidential
• Builds strong relationships with stakeholders, including faculty, staff, and external partners
• Coordinates complex travel arrangements, itineraries, and travel visas
• Prepares, tracks, and processes expense reimbursements in a timely and accurate manner
• Performs office management responsibilities such as ordering supplies, maintaining a clean working environment, greeting visitors, and responding to correspondence in a timely manner on the faculty's behalf
• May manage the administrative process for faculty and doctoral recruiting: distribution of candidate material, planning and coordination of visits, and compliance with recruiting guidelines
• May organize and plan logistics for seminars series, research conferences and other unit events
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• Being responsible for other duties as assigned

Qualifications

• High School Diploma or GED required.
• 3+ years of experience working in an administrative, clerical, executive support, coordination, or related professional capacity is required.
• Education beyond high school may count toward experience.
• Hands-on experience using Microsoft Office (Word, Excel, PowerPoint, etc.) is a must
• NOTE: As part of the interview process, candidates who reach a certain stage will be asked to complete a hands-on skills assessment that involves tasks related to the role utilizing the Microsoft Office suite

• You set a high bar for yourself with attention to detail, confidentiality, and strong customer service
• You work well independently and also contribute as a valuable team member with an attitude focused on helping others
• People describe you as reliable and resourceful – you always follow through and strive to surpass expectations
• You have a willingness to work in a collaborative work environment supporting a variety of faculty, colleagues, and changing assignments based on business needs
• You can adapt quickly to changing staffing assignments, responsibilities, tasks, and feedback
• You are proficient in navigating and using major social media platforms (such as Facebook, Twitter, Instagram, LinkedIn, and TikTok) for basic content creation, audience engagement, and trend analysis

Please note: A cover letter is required to be considered for this opportunity.