ExecutiveAssistantandAdministrativeCoordinator

Provides essential executive support to the Faculty Director and administrative coordination across the institute., Support the Faculty Director’s appointment at Harvard Medical School., Manage high-stakes logistics, maintain critical relationships within HGHI, across Harvard and externally, and ensure seamless execution of the institute’s mission-critical activities., Maintain a highly proficient and professional image of the Harvard Global Health Institute and the Faculty Director by collaborating with the team to achieve the institute’s goals and forge employee relationships, interdepartmental relations, key stakeholder relationships, and public relations., Manage complex calendar across multiple time zones, ensuring the faculty director is prepared, has needed materials, is on time, and in the right location for a complex series of meetings, events, and conferences both at HGHI, across Boston and during international travel., Coordinate high-level meetings involving multiple stakeholders within HGHI, across Harvard, external organization and international partners., Prepare briefing materials: synthesize reports, draft agendas, correspondence and letters of recommendation., Track deliverables and deadlines for grants, reports and proactively manage timelines to ensure smooth completion., Arrange comprehensive travel logistics (flights, accommodation, ground transportation, conference registration).

Process reimbursements (prepare and submit travel reimbursements for submit corporate card and purchasing card receipts and documents for approval)., Support Executive Director and senior staff on projects requiring logistics coordination, meeting preparation and event execution., Coordinate AV needs, catering (with attention to dietary requirements), room setup and materials preparation for meetings and events.

Print and copy meeting materials as requested.

Take and distribute notes, as necessary., Serve as primary contact for HGHI phone line, greet visitors, manage badges and parking., Act as triage point for administrative issues and liaison between the institute and broader Harvard community., Coordinate external visits, including scheduling, developing itinerary and meeting logistics., Maintain organized, confidential filing system for correspondence, records and administrative materials., Collaborate with leadership to evaluate and implement administrative systems and procedures that optimize workflow., Exercise sound judgement on routine administrative escalate complex issues appropriately., Manage multiple concurrent projects with competing deadlines.