SUMMARY:
The ReBuild Initiative at the Harvard University Graduate School of Design (GSD) aims to develop a new model for urban planning and design focused on transforming the built environment with a concentration on design excellence, sustainability, and quality of life for all. ReBuild is an initiative launched by Dean Sarah Whiting and chaired by Maurice Cox, Emma Bloomberg Professor in Residence of Urban Planning and Design. It will accomplish its goal through multi-disciplinary research, engagement with practice, development of new curricular materials, and executive education training for city leaders in partnership with the Bloomberg Center for Cities.
Reporting to the Program Director of the ReBuild Initiative, the Executive Assistant is responsible for providing a wide range of high-level administrative support with accuracy, discretion, and good judgement. Building from previous administrative experience, the role will balance administrative management, program coordination, and communications responsibilities. The Executive Assistant, working with faculty, staff, students, and guests, will often be the first point of contact for the Initiative and is responsible for coordinating schedules, visits, and managing email and phone inquiries.
NOTE: This is a one-year Term limited position with the possibility of continuation.
TYPICAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.
Administrative Management
- Design, organize, and implement administrative systems to manage the operations of the Initiative.
- In collaboration with the Graduate School of Design’s finance team, manage reimbursements and financial record-keeping for the Faculty Chair or Program Director.
- Provides data entry, proofreading, information tracking, providing onboarding support, and other administrative support on team projects.
- Support Initiative knowledge management by collecting and maintaining an archive of key materials.
- Offer administrative support as needed.
Program Coordination
- Manage the calendar of Initiative events, team meetings, and other meetings as requested, demonstrating sound judgment in prioritizing requests for time and communicating scheduling decisions in a diplomatic way.
- Coordinate domestic and international travel as necessary for the Initiative and its guests.
- Coordinate meetings, including drafting and disseminating agendas, preparing materials, and event execution and logistics as needed.
- Manage room bookings and catering needs for the Initiative as needed, including workshops, meetings, and other events/special circumstances.
- Offer logistical support as needed.
Communication and Collaboration
- Serve as a point of contact and information source for the Initiative with faculty, staff, students, and the public via phone, email, and in person.
- Independently and collaboratively draft and edit correspondence and other original content such as recommendations and meeting talking points, and communicate on behalf of the Faculty Chair or Program Director, as needed.
- Monitor emails as requested; review, prioritize, and appropriately distribute all correspondence; monitor replies and inform the relevant party of items requiring attention.
- Disseminate Initiative information to students, faculty, staff, and others; update relevant Initiative webpages or materials, liaising with the web team or other partners as needed.
- Collaborate frequently with departments of the Graduate School of Design, the Bloomberg Center for Cities, and other internal and external units to the University to complete tasks as needed.
SUPERVISORY RESPONSIBILITIES:
- There are no supervisory responsibilities associated with this position.
Working Conditions:
- While the Initiative will be based in Cambridge, MA, and the work is mainly performed in an office setting, flexible work options for this role will be discussed during the interview process.
- Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA.
Physical Requirements:
- Employee must be able to perform the job in person and on campus. Some physical tasks are required: moving boxes of supplies, sorting mail, setting up and breaking down materials, and catering for events.
- Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Please note that to be considered for this position, a cover letter and resume are required with the submission of your application.
Additional Information
- Candidates selected to interview will be asked to complete a skills assessment that includes a writing test.
- Standard Hours/Schedule: 35 hours per week
- Compensation Range: $61,894 – $70,000
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Identity
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.
