Executive Coordinator HUIT

Job Summary:

Harvard University Information Technology (HUIT) is a community of Information Technology professionals committed to delivering service and technological solutions in support of teaching, learning, research and administration. We are recruiting an IT workforce that has both breadth in their ability to collaborate and innovate across disciplines – and depth in specific areas of expertise. HUIT offers opportunities for IT professionals to learn and work in a unique technology landscape and service-focused environment. If you are a technically proficient, nimble, user-focused, and accountable IT professional who also connects with the importance of collaborating well in a team environment, we are looking for you! 

The Executive Coordinator reports to the Chief of Staff and provides advanced executive support to members of the Harvard University Information Technology Senior Leadership Team (HUIT SLT), with a focus on strategic planning, coordination, and alignment across leaders while managing day-to-day logistics. This role requires exceptional judgment, discretion, and a high level of independence, along with the ability to The Executive Coordinator reports to the Chief of Staff and provides advanced executive support to members of the Harvard University Information Technology Senior Leadership Team (HUIT SLT), with a focus on strategic planning, coordination, and alignment across leaders while managing day-to-day logistics. This role requires exceptional judgment, discretion, and a high level of independence, along with the ability to anticipate needs, reflect the principal’s voice and priorities, and consistently present a polished, professional demeanor in all interactions.

As part of the HUIT Administration team, the Executive Coordinator collaborates closely with peers to ensure consistent, high-quality service and cross-coverage for multiple leaders. 

Job-Specific Responsibilities:

• Provide daily and long-term executive support by managing complex calendars, anticipating conflicts and dependencies, preparing leaders for upcoming priorities, and connecting related activities across the leadership team.
• Independently manage competing scheduling demands, recommend prioritization, and make trade-off decisions to ensure leaders focus on the highest-value activities. 
• Prepare meeting agendas, briefing materials, and follow-up notes, tailoring content, tone, and format for how information will be consumed (e.g., executive brief, email summary, talking points). Maintain accurate and confidential records, documentation, and communication flows.
• Anticipate the principal’s needs and prepare polished, well-organized materials that reflect their voice and priorities.
• Support planning and execution of meetings, retreats, and events. Coordinate and manage travel, reimbursements, and financial reconciliations.
• Collaborate with colleagues to provide seamless support for the Senior Leadership Team and ensure continuity of operations, providing coverage as needed.  
• Coordinate with stakeholders across HUIT and the University to align executive activities with institutional priorities and ensure smooth collaboration. 
• Design and streamline processes and materials with the end user in mind – saving time, simplifying follow-up, and supporting decision-making for the principal.