Executive Assistant Full Time

Location: Boston, MA (Hybrid Work)
Position Type: Full-time
Department: Molecular Metabolism, Harvard T.H. Chan School of Public Health
Salary Grade: 054
Application Deadline: Ongoing

Are you looking for a chance to help important public health research while working with a team of passionate people? The Department of Molecular Metabolism at Harvard University is looking for an Executive Assistant to help support their work. This position is a great opportunity to work closely with top scientists and researchers at one of the world’s best universities. If you have experience in office work, are well-organized, and like working in a fast-paced environment, this job might be perfect for you.

Job Description

The Executive Assistant will work directly with Dr. Gökhan S. Hotamışlıgil, who is the Director of the Center for Molecular Metabolism at Harvard T.H. Chan School of Public Health. In this job, you will help Dr. Hotamışlıgil and his team by making sure the office runs smoothly. You will also help manage schedules, travel, meetings, and special events. The position is hybrid, meaning you can work both in the office and from home, making it flexible for you.

As the Executive Assistant, you will play a key role in making sure everything in the lab runs well. You’ll help organize Dr. Hotamışlıgil’s calendar, plan travel, set up events, and handle sensitive information carefully. This is an exciting chance to be part of a team that is working to improve public health by studying diseases like cancer, Alzheimer’s, and diabetes.

Key Responsibilities

As the Executive Assistant, you will have many important tasks. Some of the main duties include:

Managing Calendars and Scheduling

• You will manage Dr. Hotamışlıgil’s calendar, which includes scheduling meetings, lab sessions, interviews, and speaking events.
• You will help with planning travel, including booking flights and hotels for Dr. Hotamışlıgil and other team members. You will need to make sure all travel details are planned carefully.

Communication and Organization

• You will be the first point of contact for people who want to speak with Dr. Hotamışlıgil. You will handle phone calls, emails, and other requests in a professional and polite way.
• You will prepare and organize materials that Dr. Hotamışlıgil needs for meetings and presentations. This includes printing documents, organizing files, and making sure everything is ready.
• You will write and proofread letters and other documents for Dr. Hotamışlıgil, making sure they are clear and professional.

Planning Events and Meetings

• You will help with organizing events for the lab and the research center. This can include finding a place for meetings, arranging food, making agendas, and making sure everything is set up.
• You will work with the public relations team to manage the lab’s social media and web content, including posts on Twitter and the lab’s website.

Office Management and Recordkeeping

• You will help organize files and records for the lab. This includes making sure everything is kept safe and easy to find, especially sensitive information.
• You will assist with handling reimbursements and other office paperwork.

Supporting the Team

• You will help make sure the lab team works well together, providing support where needed.
• You will work with other administrative staff to make sure everything in the lab is organized and running smoothly.

Job Requirements

Basic Qualifications

• You need to have at least 5 years of experience working as an executive assistant or in a similar role.
• You must be able to handle confidential information and keep it private.
• You should be good at using Microsoft Office (like Word, Excel, and PowerPoint) and other software like Google Docs and Zoom.
• It is important to be able to work well with others and communicate clearly.

Preferred Qualifications

• It’s helpful if you have a Bachelor’s degree or similar education.
• If you know how to use Dropbox, Twitter, and WordPress, that’s a plus.
• It’s also good if you are familiar with Apple computers and iPhones.
• Experience working with high-level executives is also helpful.
• You should have strong skills in organization, attention to detail, and making sure everything is accurate.

Cultural Competencies

• It is important to understand and respect people from different backgrounds and cultures.
• You should be committed to fairness and inclusion in the workplace.
• You should be willing to work in a team that values diversity and social justice.

Why Join Harvard University?

Harvard University is one of the top universities in the world, and the Harvard T.H. Chan School of Public Health is known for its important research and education in public health. By joining this team, you will be helping to improve the health of people around the world.

Benefits

Harvard offers great benefits to all employees, including:

• Health insurance (medical, dental, and vision).
• Paid time off, including vacation, sick days, and holidays.
• A retirement plan with contributions from Harvard.
• Tuition reimbursement for courses you take at other schools.
• Commuting assistance, such as discounted public transportation passes.
• Wellness programs for stress management, nutrition, and more.
• Access to Harvard’s athletic facilities and other campus resources.

Work Environment

This is a hybrid job, so you will work in the office about 3-4 days a week, but you can also work from home some days. The position is full-time and will last until June 30, 2025, with the possibility of being extended.

How to Apply

If you’re excited about this opportunity and want to help improve public health research, we would love to hear from you! To apply, visit the Harvard University Careers website and submit your resume and a cover letter. Harvard is accepting applications on an ongoing basis, so be sure to apply soon!

For more details about the position, benefits, and how to apply, please visit Harvard’s Total Rewards.

Harvard University is a place where everyone is encouraged to be their best, and we are committed to diversity, fairness, and inclusion in the workplace.

Note: Harvard University does not offer visa sponsorship for staff positions. All applicants must meet the legal work location requirements for Massachusetts.

Harvard is an equal opportunity employer, and we encourage people from all backgrounds to apply.

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