Executive Assistant

Job Description

Job Summary:

Dr. Walter Willett seeks an exceptional Executive Assistant to provide high-level administrative, operational, and academic support across a dynamic portfolio of research, teaching, professional engagements, and institutional responsibilities including his role as Director of the Thich Nhat Hanh Center for Mindfulness in Public Health. The Executive Assistant will serve as a trusted partner and central point of coordination, managing complex scheduling, travel, communications, academic administration, and stakeholder relationships with discretion, sound judgment, and a high degree of professionalism.

This role is well suited to an experienced executive assistant who thrives in an intellectually rigorous academic environment, anticipates needs, manages competing priorities effectively, and is comfortable working independently while collaborating with faculty, staff, students, media representatives, travel providers, and external organizations.

Job-Specific Responsibilities:

Job duties and responsibilities include, but are not limited to, the following:

• Executive and Calendar Management
  • Manage Dr. Willett’s calendars, ensuring accurate coordination of meetings, travel, speaking engagements, interviews, and institutional commitments.
  • Conduct regular calendar reviews with Dr. Willett and coordinate schedules with internal and external colleagues.
  • Organize recurring and ad hoc meetings, including financial team meetings, research and working group meetings, mentoring sessions, staff and postdoctoral reviews, and external partner meetings.
  • Anticipate scheduling conflicts, identify priorities, and ensure timely follow-up on invitations, action items, and deadlines.
  • Special projects as they arise.
• Travel and Event Coordination
  • Arrange complex domestic and international travel, including flights, rail, lodging, ground transportation, and related travel documentation. This includes processing and submission of Dr. Willett’s reimbursement materials.
  • Manage travel accounts and authorized booking platforms, including airline, rail, travel agency, and loyalty program resources.
  • Monitor passports, Global Entry, visa-related requirements, UK Electronic Travel Authorizations, and other travel credentials.
  • Complete international travel and compliance paperwork, including SOS documentation. Works closely with the University’s Global Support Office.
  • Position may coordinate meeting and conference logistics, including abstracts, learning objectives, audiovisual requirements, hotel information, presentation materials, and submission deadlines.
  • Maintain comprehensive records and ensure all required materials are completed and submitted on time.
• Communications and External Relations
  • Coordinate media interviews and public engagements in collaboration with communications colleagues.
  • Arrange interviews by phone, videoconference, or in person and provide biographies, photographs, briefing materials, and other requested information.
  • Support the preparation and recording of presentations, lectures, and other professional engagements, including coordination with audiovisual and production staff.
  • Draft, format, route, and submit correspondence, letters of recommendation, references, and other official communications.
  • Coordinate communications associated with sponsored roles, export controls, hosted visitors, and other institutional processes.
  • Develop slides as needed using PowerPoint and other programs
• Academic and Seminar Administration
  • Provide administrative support for a weekly seminar series, including scheduling, speaker coordination, travel for speakers, communications, presentation logistics, attendance or participation records, and follow-up activities.
  • Coordinate mentoring meetings and academic reviews for staff, postdoctoral fellows,  and students.
• Financial, Administrative, and Compliance Support
  • Prepare and submit expense reports [using University and external systems as needed] and maintain accurate documentation for travel, meetings, and professional activities.
  • Track renewals for subscriptions, memberships, journal access, professional dues, and related services.
  • Monitor designated email accounts and ensure timely triage, response, routing, and follow-up.
  • Manage digital signatures, copyright forms, journal-related approvals, and other administrative documents on Dr. Willett’s behalf.
  • Monitor manuscript review invitations and deadlines, and maintain appropriate records of commitments.
  • Support email organization, out-of-office messages, document management, and other day-to-day administrative systems.
• Publications and Research Support
  • Coordinate the printing and distribution of selected journal materials and articles.
  • Track journal correspondence, copyright forms, manuscript review commitments, and publication-related deadlines.
  • Maintain organized files for presentations, research meetings, professional correspondence, and academic records.
• Office and Relationship Management
  • Build and maintain effective working relationships with faculty, staff, students, administrators, media representatives, and external partners.
  • Serve as a professional ambassador for Dr. Willett’s office, exercising discretion and sound judgment in handling confidential and sensitive information.
  • Maintain an orderly, efficient, and welcoming office environment, including oversight of routine office needs

PLEASE NOTE: This is a full-time benefits eligible position with a 40 hour work week.

Qualifications

Basic Qualifications:

• 5+ years of relevant experience is required; a combination of education and experience may be considered.     

Additional Qualifications and Skills:

• 3+ years experience in administrative support
• Significant experience supporting a senior executive, faculty leader, physician, researcher, or other high-profile professional.
• Exceptional organizational skills and experience managing multiple calendars, priorities, deadlines, and stakeholders simultaneously.
• Demonstrated discretion in handling confidential, academic, financial, personnel, and travel-related information.
• Experience coordinating academic programs, seminars, conferences, media engagements, or complex travel is highly desirable.
• A collaborative, service-oriented approach and comfort working in a fast-paced, intellectually demanding environment.
• Strong technology skills, including proficiency with electronic calendars, Microsoft Office or comparable productivity platforms, videoconferencing tools, email management systems, and online submission portals.
• Excellent written and verbal communication skills, with strong attention to tone, accuracy, and professionalism
• Experience working independently, anticipate needs, solve problems proactively, and exercise sound judgment.

Additional Information

• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

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The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

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 054. 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.

Salary Grade: 054