Executive Coordinator

Job Description

Job Description

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 Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job Description

Job Summary:

The Executive Coordinator provides strategic administrative and operational support to the Vice President for Finance and Chief Financial Officer (VPF) and Assistant Vice President, Office of Financial Strategy and Planning (AVP). Serving as a trusted partner to the VPF and AVP, the Executive Coordinator manages complex and confidential matters, anticipates needs, exercises sound judgment in a fast-paced environment with competing priorities, and ensures the effective coordination of the VPF and AVP's daily operations. The role requires exceptional discretion, initiative, and the ability to independently manage multiple priorities while proactively identifying and resolving issues that support executive decision-making and organizational effectiveness.

The Executive Coordinator collaborates extensively with the Offices of the President and Provost, University leadership, schools, and administrative units across Harvard. Working closely with executive assistants and administrators throughout the Office of Finance and Administration, the Executive Coordinator fosters strong cross-functional relationships, coordinates activities across a decentralized organization, and advances the VPF's strategic priorities through effective collaboration and operational excellence.

Job-Specific Responsibilities:

• Advise and partner with the VPF and AVP on administrative and operational matters. Maintain clear communication regarding priorities, deadlines, and upcoming deliverables to support effective decision-making and execution.
• Manage a highly complex and dynamic calendar for the VPF, exercising sound judgment to prioritize competing demands, anticipate scheduling needs, proactively resolve conflicts, and ensure commitments align with strategic priorities and organizational objectives.
• Serve as the primary administrative liaison for the VPF, building and maintaining effective working relationships across Finance and Administration (FAD), the University, and with external partners to advance VPF priorities within a decentralized environment.
• Monitor, assess, and manage the VPF's email and correspondence, responding or redirecting communications as appropriate. Track action items, ensure timely follow-up and resolution, proactively remind the VPF of outstanding matters, and assist in executing next steps.
• Maintain a thorough understanding of recurring meetings, committees, and governance responsibilities, ensuring key contacts, schedules, and supporting information remain current and readily available.
• Prepare and coordinate electronic or physical briefing materials for meetings, ensuring the VPF is well informed and equipped for discussions. Draft correspondence, reports, presentations, and other executive communications.
• Coordinate agenda planning, logistics, and materials for Financial Leadership Team meetings and other leadership meetings as assigned.
• Partner closely with the Office of Finance & Administration to support and coordinate FAD- and CADM-wide administrative, operational, human resources, communications, and organizational initiatives, including employee engagement and morale, special projects, technology implementations, and space planning and management.
• Collaborate with the Senior Communications Officer for FAD to support divisional communications and plan, coordinate, and execute FAD-wide Town Halls and other key communications initiatives.
• Lead the planning and execution of organization-wide employee engagement and recognition programs and events, including FAD Town Halls, all-staff gatherings, and other activities that foster a positive and engaged workplace culture.
• Perform additional duties and special projects as assigned to support the evolving needs of the VPF and the division. Occasional evening or overtime work may be required.

 

Qualifications

Basic Qualifications:

For consideration, please include a cover letter.

• Bachelor’s degree or related relevant experience. 
• Five or more years related experience with demonstrated skills in complex office administration and planning, executive-level engagement and client service and engagement skills required.

Additional Qualifications and Skills:

• Bachelor’s degree preferred.
• Superior organizational skills and attention to detail.
• Excellent communication (interpersonal, oral, written) organizational, analytical and problem-solving skills.
• Proven ability to initiate and manage multiple tasks under competing deadlines, shifting priorities and frequent interruptions.
• Requires the ability to build and manage robust and collegial relationships on behalf of VPF with executive level constituents.
• Exceptional ability to manage and prioritize large volumes of work.
• Must be comfortable dealing with confidential and sensitive material/information.
• Previous experience with Harvard and its systems preferred.
• Ability to collaborate across teams and on a variety of projects and with a broad constituency.
• Must have the ability to use judgment, tact and discretion when handling complex and confidential materials and situations.
• Ability to work independently with minimal supervision.
• Proficiency in Word, Excel, PowerPoint, SharePoint and Microsoft Outlook.

Additional Information

• Orientation and Review Period: 3 months 
• 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:  Hybrid work model. Three to four days per week in the office, with some flexibility in determining in-office days based on business needs.

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 056. 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.