Executive Assistant, Office of Academic and Faculty Affairs

Job description

Job Summary: The Executive Assistant provides high-level administrative, operational, and project support to the Academic Dean, Associate and Assistant Deans for Faculty and Academic Affairs, and the broader Dean’s Office. Working with a high degree of independence, discretion, and professionalism, the position manages complex scheduling, supports faculty governance and academic initiatives, coordinates cross-functional projects, and serves as a key liaison among faculty, academic leadership, and central University offices. This role is critical to ensuring effective communication, efficient operations, and seamless coordination across the Dean’s Office, Office of Academic Affairs, and Administrative Dean’s Office. The Academic Coordinator also partners closely with the Dean’s Executive Assistant to provide integrated support for the Dean’s Office leadership team. Job-Specific Responsibilities: Executive and Administrative Support Provide advanced administrative support to academic leadership, including calendar management, meeting coordination, correspondence, and preparation of agendas and briefing materials. Track action items and ensure timely follow-up on priorities and initiatives. Handle sensitive and confidential information with discretion and sound judgment. Serve as backup support for the Dean’s Office and Administrative Dean’s Office as needed. Academic Affairs and Faculty Support Coordinate faculty meetings, Faculty Council meetings, committee meetings, workshops, and other academic governance activities. Support faculty-related processes, special initiatives, and strategic planning efforts. Serve as a liaison between faculty, academic leadership, and University offices to facilitate communication and collaboration. Project and Program Coordination Support strategic projects and initiatives led by the Dean’s Office and Office of Academic Affairs. Develop and maintain systems, workflows, and processes that improve operational effectiveness. Assist with data collection, reporting, document preparation, and project tracking. Event and Meeting Management Coordinate and execute faculty meetings, leadership events, accreditation reviews, Visiting Committee activities, workshops, lectures, and other special events. Manage logistics including scheduling, communications, materials preparation, technology support, and vendor coordination. Support both in-person and virtual events. Operational Support Maintain organized records, files, and documentation systems. Assist with budget tracking, expense processing, and administrative operations. Support collaboration across academic and administrative units and help manage increasing cross-functional demands. Working Conditions: Four-day on-campus presence expected during the academic year, with additional flexibility for a compressed schedule and hybrid work during the summer months. Occasional early morning, evening, and weekend commitments may be required in support of meetings, events, and academic priorities. Basic Qualifications: Bachelor’s degree or equivalent experience required. Five or more years of progressively responsible administrative experience, preferably supporting senior leadership in higher education. Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint. IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. Cover letters are required for every position at Harvard Divinity School. We regret that the Harvard Divinity School does not provide Visa sponsorship. Additional Qualifications and Skills: Demonstrated success managing complex calendars, projects, and competing priorities. Excellent organizational, communication, and relationship-management skills. Strong attention to detail and ability to exercise sound judgment with confidential information. Proven ability to work independently and collaboratively in a fast-paced, high-visibility environment. Experience in higher education or academic administration preferred; Harvard administrative experience strongly preferred. 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 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 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. 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 Divinity School? Harvard Divinity School (HDS) is a nonsectarian school of religious and theological studies that educates students both in the pursuit of the academic study of religion and in preparation for leadership in religious, governmental, and a wide range of service organizations. HDS provides an intellectual home where scholars and professionals from around the globe research and teach the varieties of religion, in service of a just world at peace across religious and cultural divides.