Executive Assistant

Harvard Allston Land Company (HALC) is a subsidiary of the University and is currently overseeing the planning and development for the University’s Enterprise Research Campus (ERC) in Allston. The vision for the ERC is to become a center for innovation, collaboration, and entrepreneurship, bringing together partners from across Greater Boston and beyond. The initial focus is to develop 14 acres of the ERC, which will include new infrastructure, streets, open space, mixed-use development of office and lab space, residential units, and a hotel and conference center. This initial phase is being undertaken with a private developer partner under long-term ground leases. There is additional development potential on land outside the 14 acres, currently part of a planning study led by the Boston Planning and Development Agency (BPDA). 

The Executive Assistant reports to the Director of Finance and Operations for HALC.  As a member of the HALC team, the Executive Assistant provides a wide range of complex administrative support duties for the CEO and the HALC team. The Executive Assistant anticipates daily needs, works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities, handles confidential information, anticipates, and resolves a wide variety of issues, and supports the day-to-day administrative operations of the department.

Job-Specific Responsibilities:

Provides a wide range of complex administrative support duties, including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepares detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance

Additional responsibilities include:

• Serves as administrative contact for University constituents and external contacts. 
• Maintains departmental contact lists and organizational documents.
• Makes edits to the department website, assists with the management of the department SharePoint site, and updates other department web-based systems, as needed.
• Assists with the coordination of Harvard University IT support for the department.
• Assists with the reporting of equipment and building maintenance issues.
• Assists with new hire onboarding, including new employee setup and office orientation.
• Assists with digital and physical management of department files.
• Works with staff to support organization-wide functions and activities. Provides cross-organizational support and backup as needed.
• Participate in departmental staff meetings, documenting decisions and monitoring follow-up.
• Assists with the coordination of large meetings and events, including local conferences, training sessions, and department events. Arranges catering.
• Makes conference and travel arrangements, knowing and applying relevant policies and guidance.
• Assists in purchasing and maintaining inventory of office supplies.
• Distributes mail.
• Performs other related duties as required and assists with special projects.
• Assist the Administrative Coordinator as necessary. 
• Assists with new employee onboarding.