The Staff Assistant, Communications Services provides administrative and project support for the leadership of Harvard Public Affairs and Communications’ (HPAC) Content and Editorial Strategy team. This role will also work closely with the Department Administrator, HPAC to provide scheduling support to other HPAC senior leaders as needed.

This team is responsible for the development of creative, innovative and proactive storytelling strategies to advance the mission of Harvard University. The Staff Assistant is responsible for ensuring smooth operations of the team by supporting best in class products and projects across digital, journalistic, and multimedia initiatives. Daily responsibilities include quickly and efficiently supporting scheduling requests, helping to triage requests and correspondence arriving via phone, text, and shared email accounts, assisting as instructed to make copy updates to university web properties and social accounts, collecting and posting events to the university-wide events calendar, scheduling the HPAC Audio Studio, and tracking and responding to film/photo permitting requests. 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 and support special projects as assigned.

The Staff Assistant will also serve as a member of the broader HPAC administrative team. While working closely with the Content and Editorial Strategy team, the Staff Assistant, Communications Services 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.

Typical Duties and Responsibilities include the following. Other duties may be assigned as needed.

• Makes appointments and manages calendars and travel arrangements, arranges, and attends meetings, prepares agendas and produces meeting notes, schedules rooms and equipment
• Prepares and maintains unit's records (such as financial, personnel, administrative, student) reviews documents, reports, etc., to assure compliance with university requirements
• 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, provides meeting notes and summaries
• Tracks and responds to film permit requests and schedules HPAC audio studio requests; serves as liaison with departments across the university and external parties as needed in relation to these tasks,
• As directed, makes copy updates to web sites and coordinates postings to the university-wide events calendar,
• Provides technical and backup support by managing official shared email in-boxes and social platform accounts; the ability to flag and triage important technical issues is a must
• Drafts and edits written communications, including memos, briefings, presentations, and internal/external correspondence, as well as assist in the development of talking points, prepares awards entry applications

• 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.

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. Skills testing may be a component of the interview process for this position.

Bachelor's degree or equivalent. Knowledge of emerging digital technologies a plus. Strong attention to detail and the ability to handle complex and confidential information with discretion. Ability to work independently with minimal supervision. Familiarity with web-based collaboration systems (Teams, Zoom, Skype, WebEx, etc.). Some experience in higher education or non-profit communications desirable. Motivated to learn and flexible to change.

Experience working within Harvard preferred. Applicants will participate in skills testing and be asked to provide a writing sample as part of their application to this role.

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

General Administration

USA - MA - Cambridge

403033 Staff Assistant III

Hybrid (partially on-site, partially remote)

Harvard Public Affairs and Communications

Harvard Public Affairs and Communications

Full-time

053

55 - Hvd Union Cler & Tech Workers

Education, Identity

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.