Executive Assistant and Administrative Coordinator

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 University Central Administration?Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals. ABOUT HGHI: The Harvard Global Health Institute (HGHI) is an interfaculty initiative that facilitates collaboration across the Harvard community and partners worldwide to advance global health equity. We tackle the greatest health challenges of our time through innovative transdisciplinary research, education, and partnerships that build knowledge and catalyze positive change in global health. Our team works across Harvard’s schools and international stakeholders to drive impact in global health.POSITION OVERVIEW:Reporting to HGHI’s Executive Director, this role provides essential executive support to the Faculty Director and administrative coordination across the institute. This position will also support the Faculty Director’s appointment at Harvard Medical School. You’ll manage high-stakes logistics, maintain critical relationships within HGHI, across Harvard and externally, and ensure seamless execution of the institute’s mission-critical activities. This position requires exceptional judgement, diplomacy and the ability to anticipate needs in a fast-paced, complex environment. KEY RESPONSIBILITIES:Executive Support to the Faculty Director (50%)Maintain a highly proficient and professional image of the Harvard Global Health Institute and the Faculty Director by collaborating with the team to achieve the institute’s goals and forge strong employee relationships, interdepartmental relations, key stakeholder relationships, and public relations.Manage complex calendar across multiple time zones, ensuring the faculty director is prepared, has needed materials, is on time, and in the right location for a complex series of meetings, events, and conferences both at HGHI, across Boston and during international travel.Coordinate high-level meetings involving multiple stakeholders within HGHI, across Harvard, external organization and international partners.Prepare briefing materials: synthesize reports, draft agendas, correspondence and letters of recommendation.Track deliverables and deadlines for grants, reports and publications; proactively manage timelines to ensure smooth completion.Arrange comprehensive travel logistics (flights, accommodation, ground transportation, conference registration). Process rei...