Formed in 1974, Harvard Management Company (“HMC”) manages Harvard University's endowment and related financial assets. Our singular mission is to help ensure Harvard University has the financial resources to maintain and expand its leadership in teaching, learning, and research for future generations. The endowment is managed by a highly experienced generalist investment team whose members each take ownership of the entire portfolio, regardless of asset class. HMC's operational structure brings a wide range of expertise to our portfolio management. These functions include risk management, legal, compliance, finance and accounting, human resources and administrative services as well as information technology to develop and implement the systems necessary to support our investment activities.
SUMMARY
The Office Assistant is responsible for a wide variety of tasks and projects across the firm, with a focus on administrative support for several individuals, facilities, HR support and reception. This individual will need to effectively manage diverse responsibilities while maintaining a high level of professionalism, organization and flexibility. This person will also collaborate closely with other administrative assistants across front- and back-office functions.
RESPONSIBILITIES
Administrative
- Perform general administrative support responsibilities for several individuals, including meeting scheduling and preparation, calendar management, and completing expense reports
- Provide back-up coverage for administrative assistant vacations, sick days, and project-based work
- Set up meetings/conferences, including coordinating multiple calendars, scheduling conference rooms, preparing meeting rooms, and ordering meals and refreshments
- Share primary responsibility in the processing of firmwide invoices
Facilities
- Monitor and coordinate employee visits to the office during remote period
- Process all incoming/outgoing deliveries and mail, order supplies, and maintain archives
- Serve as back-up coverage placing service requests with Federal Reserve Building
HR
- Coordinate scheduling for recruiting searches, process onboarding/offboarding tasks and maintain recruiting systems
- Plan, order and set-up recurring firm-wide catering orders
- Assist with event planning, including planning, communications, and supporting day of logistics
- Maintain organizational charts and phone list, facilitate tenure program, as well as other HR-related tasks
Reception (approximately 10% of job)
- Answer and direct all incoming calls, manage visitors log, and meet and greet visitors and provide assistance as necessary
- Effectively handle phone and email communication with both internal and external parties in professional manner
- Serve as point person for conference room support and meeting coverage
Required Skills
- Operates with the highest degree of confidentiality, professionalism, commitment, flexibility, and maturity
- Ability to collaborate and partner within a team administrative support model
- Ability to anticipate and balance needs from multiple people and accommodate different work styles
- Ability to handle competing priorities and escalate for support as needed
- Very strong organizational, scheduling and attention to detail skills
- Self-starter with ability to follow through on projects independently
- Excellent communication and interpersonal skills
- Proficient with Microsoft Outlook, Word, Excel and PowerPoint
Required Experience
- Bachelor’s or equivalent degree strongly preferred
- Minimum 2 years of relevant experience