The Executive Assistant provides high level administrative support to the Vice President for the Harvard Library and University Librarian, Roy E. Larsen Librarian for the Faculty of Arts. Reporting to the Administrative and Operations Support Services Manager, the Executive Assistant is a key member of the administrative team for the Office of the Librarian.
TYPICAL DUTIES AND RESPONSIBILITIES
As the primary administrative support for the Vice President for the Harvard Library and University Librarian, Roy E. Larsen Librarian for the Faculty of Arts and Sciences, the Executive Assistant performs a wide range of complex duties with the highest degree of skill, confidentiality and judgment. This individual will be responsible for coordinating the day-to-day activities of the Vice President including, but not limited to: extensive scheduling and calendar management; preparing briefings and materials for high level meetings and events; coordinating complex travel arrangements; and processing and monitoring financial reimbursements.
Anticipating the needs of the Vice President, the Executive Assistant ensures that the Vice President is updated in advance on all daily activities, which includes preparing and gathering of meeting materials and providing the status of ongoing projects and activities. The Executive Assistant researches, prioritizes and follows up on issues and concerns including those of a sensitive or confidential nature to determine the appropriate course of action, referral or response. This individual must manage multiple, sometimes conflicting priorities effectively; resolve matters expeditiously, proactively, and diplomatically; and follow through on projects to successful completion. The Executive Assistant maintains effective organizational systems that include planning, scheduling, tracking and communicating work in progress; manages files, archives and contact information for key constituents; handles incoming requests via telephone, email, and mail; and researches issues as appropriate. The Executive Assistant manages the Vice President’s correspondence, provides administrative support to leadership teams, prepares briefings and summaries including PowerPoint and presentation materials, and ensures timeliness and accuracy for all details.
As a member of a coordinated administrative support team, the Executive Assistant works closely with team members to collaborate on activities and processes to ensure successful operations for the Office of the Librarian. The Executive Assistant actively contributes to the team’s successful achievement of goals by aligning personal work and performance with the broader team to achieve mutually beneficial outcomes.