Staff Assistant, Public Affairs

Job Summary:

The Staff Assistant, Public Affairs provides administrative and project support for the leadership of Harvard Public Affairs and Communications’ (HPAC) Public Affairs team. This team is responsible for external relations covering state and local government and community relations as well as community programs. The Staff Assistant is responsible for ensuring smooth operations of the department through the coordination of complex calendars and travel arrangements for leaders on the Public Affairs team. Daily responsibilities include quickly and efficiently supporting scheduling requests, supporting the execution of both small- and large-scale events in Cambridge and Boston, helping to triage requests and correspondence arriving via phone, mail and through shared email inboxes, and managing contacts and mailing lists in a database of stakeholders. Showing significant independent judgment in identifying and resolving potential scheduling conflicts, the Staff Assistant will liaise with a variety of both internal and external constituents (including university leaders and their administrative support teams, as well as faculty, staff, community-based organizations, etc.) and support special projects as assigned. In public and community-facing events and settings, the Staff Assistant will be expected to represent the university with warmth, discretion, and responsiveness. 

The Staff Assistant will also serve as a member of the broader HPAC administrative team. While working closely with the public affairs team, the Staff Assistant, Public Affairs reports to the Director of Administration, HPAC and will also collaborate to provide administrative and project support for efforts and key initiatives across all of HPAC.

Job-Specific Responsibilities:

• Makes appointments and manages calendars and travel arrangements, arranges, and attends meetings, schedules rooms and equipment
• Assists with virtual and in-person events and meetings; manages Zoom platform and hosts virtual events; assists with logistics for in-person events such as securing rooms, arranging for food and AV, event set-up, and cleanup
• Arranges for use of facilities and advises availability of services within and outside the University for events, conferences, and seminars
• Prepares agendas and produces meeting reports for internal and external meetings; collects and tracks events data for program records especially as related to community contribution tracking
• Prepares and maintains unit's records (such as financial, personnel, administrative, student) reviews documents, reports, etc., to assure compliance with university requirements
• Enters and maintains multiple contact/mailing lists and databases of stakeholder audiences 
• Drafts and edits written communications, including memos, briefings, presentations, and internal/external correspondence, as well as assist in the development of talking points
• Supports correspondence, communication and outreach to abutters and relevant constituents, monitors shared email and voicemail accounts in order to respond to resident requests
• Is available to coordinate department projects and initiatives as needed
• May independently manage small special projects as assigned
• May provide additional support for other department leadership, including scheduling, phone, and meeting management and in-person support as needed
• The above covers the most significant responsibilities of the position.  It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

Qualifications

Basic Qualifications:

• Minimum 2+ years of experience in positions with increasing levels of responsibility and independence. A strong command of Microsoft Office programs, with strong proficiency in Outlook, Word, Excel, and PowerPoint. 
• Must occasionally work additional early morning, evening and weekend hours. Requires travel to Greater Boston-based external events.

Additional Qualifications and Skills:

• BA degree preferred.
• Strong attention to detail. 
• Ability to handle complex and confidential information with discretion. 
• Comfortable working in a fast-paced work environment where demands may need to be reprioritized frequently. 
• Strong skills in customer service. 
• Ability to problem solve in the moment.
• Ability to work independently with minimal supervision as well as collaboratively as part of a team. 
• Familiarity with AV and web-based communication systems (Teams, Zoom, Skype, etc.).
• Excellent writing skills. 
• Some experience in higher education or non-profit communications desirable.
• Motivated to learn and flexible to change.

Additional Information

Please include a cover letter as a part of your application to help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

• Orientation and Review Period: 3 months
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.