Administrative Assistant

Administrative Assistant # HUJP00009937

1.5 Months Contract

Boston, MA 02163 ONSITE

Pay Rate: $30.00 /hr on w2

Hours: Up to 14 hours/week; DZX-managed Contingent Worker

All hours are in-person/on-campus, and scheduled M-F, between 9:00 a.m. – 4:00 p.m. ET.

• Work Schedule: 14 hours/week

• Location: 100% onsite

• Duration: 1 & half month - Is there potential for extension or conversion? Potential for either.

• FLSA Classification: non-exempt

• Top 3 technical or soft skills you’d like to see that will lead you to request an interview: Scheduling experience, taking notes/minutes at meetings, and organizing them and sending out to a group after a meeting, familiarity with Outlook and MS Office 365 suite. Please see attached job description. Worker will be 100% onsite

About Harvard Business School:

One of 13 schools at Harvard University, Harvard Business School (HBS) is located in Allston, across the river from Harvard University’s main campus and a short walk from Harvard Square in Cambridge.

HBS’s mission is to educate leaders who make a difference in the world.

About Baker Library

HBS’s Baker Library department at the Baker Library | Bloomberg Center is one of the preeminent academic business libraries in the world. Its innovative programs provide the expertise and resources that faculty, students, alumni and visiting scholars depend on in order to create, share, discover, use and disseminate knowledge. Informed leaders start here! Check out some of our services and exhibits at https://www.library.hbs.edu/ and https://www.library.hbs.edu/Services/Services-for-Faculty-Staff.

Summary:

Reporting to the Director, Administration & Finance, BL the Administrative Assistant works as part of a dynamic team that delivers executive support to Baker Library leadership and is a key resource enabling the Executive Director and BL Leadership Team’s success through a customer-centric focus.

Key Responsibilities:

• Provides a range of office and administrative support to the Executive Director, BL and the Baker Library Leadership Team.

• Assists in scheduling meetings for the Executive Director and Leadership Team. Manages complex calendars, arranges for meetings, appointments, and travel arrangements.

• Coordinates and participates in Leadership Team and other meetings. Provides logistical support, assists in the organization of agendas, action items, and planning to ensure smooth execution. Takes detailed notes, and tracks follow-up items.

• May gather and maintain data for, and assist in, preparation of reports, and may perform various data entry tasks using ad hoc software tools.

• May assist in reading, proofreading, researching, and drafting communications and consolidating information in MS Office suite applications.

• Performs other related duties as necessary.

Working Relationships:

• Reports to the Director, Administration & Finance.

• Works closely with and supports the Executive Director, BL and the BL Leadership Team.

Basic Qualifications– Required Education, Experience, Skills:

• 3 years of related experience as an executive assistant.

• Ability to rapidly learn policies and procedures.

• Expertise in executive administrative support and mastery level skills, including MS Office suite, calendaring (Outlook), collaboration and virtual communication tools (e.g., Zoom), and document management systems (e.g., SharePoint, MS Teams).

Additional Qualifications– Preferred Education, Experience, Skills:

• BA/BS

• Strong written and oral communication skills.

• Excellent organization and interpersonal skills with sensitivity to nuanced academic cultures.

• Aptitude and willingness to leverage new technologies.

• Experience working as part of a senior management team with strong collaboration skills.

• Proven ability to prioritize.