The Planet Group
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Executive Assistant
3-month contract
Location: Cambridge, MA
$40-45/hr
Must Haves:
Job Description:
The coordinator manages scheduling/calendar coordination, preparing meeting briefings and agendas, drafting/editing/proofing and mailing correspondence, and providing general office support such as processing expenses and making travel arrangements. They also provide project management and other activities in support of the Sr. Associate Dean, and other administrative support as required.
Executive Assistant
Harvard One Brattle Square Cambridge, MA 02138 US
Posted: 03/26/2024
2024-03-26
2024-05-03
Employment Type:
Contract
Job Category: Administrative
Job Number: 613795
Country: United States
Is job remote?: No
Job Description
Executive Assistant
3-month contract
Location: Cambridge, MA
$40-45/hr
Must Haves:
- 5+ years of related administrative support experience
- Ability to work occasional nights and weekends
- Experience with complex calendar, expense, and travel itinerary management and support for a senior executive
- Advanced knowledge of Microsoft Word, Excel, and PowerPoint
- Higher education experience
- Bachelor’s degree preferred
- Basic understanding of fundraising needed, as well as a desire to learn more
- Prior development and volunteer management experience, strongly preferred
- A strong adopter of technology, preferred
Job Description:
The coordinator manages scheduling/calendar coordination, preparing meeting briefings and agendas, drafting/editing/proofing and mailing correspondence, and providing general office support such as processing expenses and making travel arrangements. They also provide project management and other activities in support of the Sr. Associate Dean, and other administrative support as required.
- Provides general office support including but not limited to answering phones, responding to phone and email inquiries, maintaining calendars, filing, and managing data updates in the development database.
- Schedules meetings/coordinates and confirms appointments, makes travel arrangements. Coordinates extensive travel arrangements including international travel for Dean and Senior Associate Dean, and associated faculty as it pertains to the ARRD team’s work.
- Compiles and prepares meeting/appointment and solicitation materials. Researches and prepares background information, drafts high level strategy briefings for Dean, faculty, senior administrators and volunteers, and drafts correspondence or other communications.
- Assists with program activities and logistics for the Dean’s Executive Board, including scheduling, drafting agendas, presentations, or other materials, tracking participation and drafting high level strategy briefing for the Dean and other key meeting participants.
- Interacts frequently with donors and/or their staff representing the Sr. Associate Dean and HKS to schedule appointments, provide ad-hoc follow up on questions, including direct correspondence and calls.
- Tracks prospects in the Sr. Associate Dean’s portfolio documenting strategies and moves and ensuring that assignments are up to date and all activities are documented.
- Researches prospects and program information; manages routine data pulls and reporting and provide data analysis as needed using Advance, Qlikview, MS Word, and/or Excel; and follows up on requests to review gift terms and other gift related questions as needed.
- Works with the Communications staff to ensure talking points are written for the Sr. Associate Dean or other senior administrators for speaking engagements.
- As a member of the Alumni Relations and Development Office team, takes on critical project work as needed. May include working on fundraising project planning efforts, development committee meetings or events, and drafting reports and presentations.
- The above covers the most significant responsibilities of this position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
- 5+ years of related administrative support experience
- Prior experience with complex calendar, expense, and travel itinerary management and support for a senior executive
- Demonstrated advanced level proficiency with Microsoft Word, Excel, and PowerPoint with ability to organize data in Excel and PowerPoint to produce graphs, charts, and other analyses and presentations
- Excellent organizational skills: capable of managing multiple assignments from multiple sources; efficient, organized, detail oriented, and able to meet project deadlines
- Excellent attention to detail, adaptability, and flexibility in general and in high pressure situations
- Ability to manage work and problem solve within a busy office with competing demands; not easily flustered nor easily overwhelmed by a high volume of activity and projects
- Strong interpersonal, oral, written, and time management skills, along with tact, poise, mature judgement, diplomatic skills, and discretion
- Ability to maintain confidentiality and exercise sound professional judgment and possess a strong commitment to client service
- Comfort in interfacing with senior University leaders and high-capacity donors, with a high level of collegiality and discretion
- Ability to be a resourceful, quick thinking, and confident critical thinker who can anticipate work and act proactively and decisively
- Ability to respond swiftly to challenges, and juggle multiple and changing priorities
- Integrity and demonstrated ability to manage highly confidential information
- Ability to work occasional nights and weekends
- Bachelor’s degree preferred
- Basic understanding of fundraising needed, as well as a desire to learn more
- Demonstrated ability to interact with senior professionals
- Strong interest in higher education and a working knowledge of national and global issues
- Mature and sophisticated composure, professional demeanor, and appearance
- Prior development and volunteer management experience, strongly preferred
- A strong adopter of technology, preferred
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