Job Opening: Executive Assistant, Harvard University

job opening - 5Knowledge about Japanese culture desired for this science-related admin job.

Institution: Harvard University
Location: Cambridge, MA
Posted: 03/02/2016
Type: Full Time

Duties & Responsibilities:

Provide high-level administrative and logistical support to senior faculty members with very active and complex laboratories in the Department of Molecular and Cellular Biology. Manage a complex calendar; research and assemble briefing information for meetings, prepare meeting summaries and related materials; facilitate teleconferencing as needed. Draft, edit, and process a wide variety of written material including course materials, correspondence, manuscripts, CVs, bibliographies and communications for faculty member; triage requests and inquiries and respond to routine inquiries on faculty’s behalf. Initiate new appointments and hires on behalf of the lab and coordinate these with department administration. Develop and maintain methods for organization of information including files, databases and other systems. Create systematic process for tracking correspondence and status of requests and responses. Responsible for coordinating an extensive and ongoing international and domestic travel schedule including planning all travel-related activities, conducting necessary research, providing documentation, and creating detailed itineraries. Manages all local financial transactions including reimbursements, corporate cards expenditures, purchasing, etc. Assist in special projects, event planning and/or committee service. Partner with members of the MCB core staff to coordinate administrative activities and promote efficient operations and communication.

Basic Qualifications:
Minimum 3 years executive-level administrative experience with direct experience for coordinating extensive international travel, creating detailed itineraries, and managing complex calendars through Outlook is required.

Additional Qualifications:
Bachelor’s Degree strongly preferred. 5 years experience providing executive-level assistance and coordination in a research or educational setting is preferred. Sensitivity to Japanese culture. Superior skills in oral and written communication, office organization, and use of current technologies. Must be a self-starter with an interest in taking care of the smallest details. Must be able to work as a positive member of a team.

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