{"id":3961125,"url":"https://alion.io/job/harvard-university-executive-coordinator","title":"Executive Coordinator","company":{"id":241,"name":"Harvard University","domain":"harvard.edu","url":"https://alion.io/company/harvard-university","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SmartRecruiters","truth_index":{"grade":"B","score":75,"open_postings":15,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":30,"computed_at":"2026-11-10T06:52:35Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Cambridge, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":5,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"OneDrive","optional":false},{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-11-09T08:53:28Z","employer_posted_date":"2026-11-09","last_verified_at":"2026-11-10T14:39:16Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"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.\nWhy join the Harvard Faculty of Arts and Sciences?\nThe Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.\n Job Summary:\nThe Executive Coordinator serves as the primary point of contact for the Social Science’s Divisional Dean’s Office and provides high-level administrative and executive support for the Dean and their senior leadership team. The Executive Coordinator reports to the Director of Strategy and Programs.\nJob-Specific Responsibilities:\nOffice Administration and Operations\nOversee and manage the day-to-day operation of the Division's main office.\nOversee the comprehensive planning, coordination, and execution of complex recurring meetings and events for the Divisional Office, including managing scheduling, logistics, stakeholder communications, and operational details to ensure seamless delivery.\nServes as the primary point of contact for the Social Sciences Dean’s Office by greeting visitors and guests in a welcoming and professional manner, answering phones, and fielding general inquiries.\nMaintains up-to-date mailing and distribution lists and assists with the dissemination of information to internal and external stakeholders.\nMaintains the electronic filing system for general administrative records and materials.\nMaintains office equipment and supplies, including shared printers, photocopiers, and reception area, to ensure smooth day-to-day office operations.\nCoordinates visitor access and communicates with building management as needed.\nPerforms on-campus administrative activities such as printing, preparing meeting spaces, organizing materials, receiving visitors, and supporting events.\nDevelops, documents, and continuously improves administrative systems for tracking files, contacts, commitments, deadlines, and action items.\nOrders supplies and other materials.\nServes as the primary day-to-day liaison to the Office of Physical Resources and related service providers.\nCoordinates with IT and other central service providers to resolve administrative or technical issues.\nMaintains an organized and professional divisional office environment.\nIdentifies operational challenges, recommends, and implements solutions to improve office operations.\nDevelops and implements process improvements that strengthen workflow, communication, and resource management.\nMay manage contingent workers.\nVendor & Service Coordination\nManages relationships and negotiates with vendors and service providers supporting office operations.\nMonitors vendor performance and ensures services meet office expectations and operational needs.\nCalendar Management\nManages a complex calendar encompassing decanal responsibilities, scholarly activities, University commitments, and external engagements. Proactively anticipates needs and troubleshoots scheduling conflicts.\nServes as a primary point of contact for internal and external constituents seeking access to or information from the Dean.\nExercises sound judgment in prioritizing meeting requests and determining appropriate scheduling based on urgency, importance, preparation requirements, and the Dean's priorities.\nCoordinates schedules with other senior administrators and staff whose responsibilities intersect with the Dean's work.\nDevelops and maintains systems for tracking deadlines, commitments, follow-up items, invitations, and time-sensitive responsibilities.\nMeeting Management\nCoordinates the preparation, coordination, and distribution of agendas, briefing materials, and other documentation with both internal and external stakeholders.\nEvaluates meeting venue options and coordinates comprehensive meeting and event logistics.\nSelects and hires vendors as needed to support meetings and events.\nParticipates in regular Divisional staff meetings to coordinate calendars, upcoming activities, priorities, and responsibilities.\nTakes meeting notes and prepares minutes or follow-up materials as requested.\nCoordinates travel logistics for the Dean as needed.\nFinancial Support\nManages administration of Dean’s Discretionary Funds in conjunction with FAS Finance.\nEnsures timely and appropriate reimbursement and processing of divisional University-related business expenses.\nCommunications and Digital Presence\nCoordinates with Communications and Marketing unit to maintain and update the Social Science Division website.\nReviews the Dean’s email inbox daily to remove junk mail, flag messages requiring attention, and catch invitations, meeting details, and time-sensitive or urgent requests.\nDrafts and maintains templates to accurately address routine inquiries on the Dean’s behalf.\nHandles confidential, sensitive, and private information with a high degree of discretion and tact.\nAdditional Responsibilities\nCoordinates special projects and divisional initiatives.\nAnticipates administrative needs and independently addresses routine operational issues.\nEscalates complex, sensitive, or policy-related matters appropriately.\nArranges for appropriate tokens of appreciation or condolence for faculty, staff, and external constituents.\nPerforms other duties as requested or needed to support the Dean, Divisional leadership, and effective operation of the office.\nWorking Conditions:\nThis is a full-time position with the expectation to be on site in Cambridge, MA at least 4 days per week. There may be the additional expectation of in-person attendance for specific meetings and events. Schedule details to be discussed during the interview process.\nPhysical Requirements:\nNone\n Basic Qualifications:\nMinimum of five years of administrative, executive support, or related business experience, including experience supporting senior- or executive-level leaders.\nAdditional Qualifications and Skills:\nHigh level of independent judgment, initiative, discretion, collegiality, professionalism, confidentiality, and attention to detail. \nDemonstrated ability to anticipate needs, identify priorities, and independently resolve administrative issues.\nDemonstrated experience managing complicated executive calendars and competing priorities.\nDemonstrated ability to triage and prioritize a high volume of time-sensitive tasks and communications while maintaining accuracy and attention to detail.\nExceptional verbal and written communications skills. \nAbility to work independently while recognizing when matters should be escalated.\nStrong interpersonal skills and ability to interact professionally with faculty, senior administrators, staff, students, alumni, external organizations, and visitors.\nAbility to learn and use Harvard administrative, financial, procurement, and other systems.\nFluency in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint in a Mac OS environment as well as Office 365 collaboration tools (Teams, SharePoint, OneDrive, etc.), Google Suite applications, and Zoom.\nCertificates and Licenses:\nNone\n Standard Hours/Schedule: 35 hours per week\nVisa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position\nPre-Employment Screening: Identity\nOther Information:All formal offers will be made by FAS Human Resources.\n\nWork Format Details\nThis 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.\nSalary Grade and Ranges\nThis position is salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.\nBenefits\nHarvard 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:\nGenerous paid time off including parental leave \nMedical, dental, and vision health insurance coverage starting on day one \nRetirement plans with university contributions \nWellbeing and mental health resources \nSupport for families and caregivers \nProfessional development opportunities including tuition assistance and reimbursement \nCommuter benefits, discounts and campus perks \nLearn more about these and additional benefits on our Benefits & Wellbeing Page.\nEEO/Non-Discrimination Commitment Statement\nHarvard 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.\nHarvard 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.","description_format":"text","description_chars":10591,"description_truncated":false,"requirements":{"experience_years_min":5,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"phd","optional":false},"security_clearance":false,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":["Health insurance","Insurance coverage","Parental leave","Professional development","Retirement plans"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Higher Education"],"lifecycle":[{"event":"open","at":"2026-11-09T11:48:33Z"}],"visa":[{"country":"US","licensed_sponsor":true,"adverts_offering_sponsorship_24m":0,"sanctioned_now":false,"evidence":"H-1B filings in 12 months: 176 · green card filings: 21","filings_12m":176,"filings_prev_12m":208,"green_card_filings_12m":21,"median_offered_wage_usd":82830,"route":null,"cap_exempt":true,"checked_at":"2026-11-10T11:34:35+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)","US Department of Labor: PERM disclosure data (green cards)"],"filings_for_role_12m":0}],"liveness":{"score":63,"band":"ok","label":"Likely open","p_open":1,"p_active":0.632,"p_room":1,"age_days":0,"expected_fill_days":30,"reasons":["conf:3","stale_co","velocity","win:early","comp:brand"],"computed_at":"2026-11-10T06:52:35Z"},"pay":null,"html_url":"https://alion.io/job/harvard-university-executive-coordinator","json_url":"https://alion.io/job/harvard-university-executive-coordinator.json","meta":{"generated_at":"2026-11-10T15:22:00Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":1425,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-11T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":241},"rest":"https://alion.io/mcp/rest/get_company?id=241"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fharvard-university-executive-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fharvard-university-executive-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fharvard-university-executive-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/harvard-university-executive-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fharvard-university-executive-coordinator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3961125}},{"tool":"search_jobs","arguments":{"company":"harvard.edu","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3961125},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. Docs: https://alion.io/developers"}}