Executive Assistant - Job Details

Assist with a range of complex and confidential administrative duties for senior faculty member whose areas of interest and research include corporate, securities, and financial institution law, the legal profession, executive education, and related public policy.  The successful candidate will prepare, manage, and coordinate calendar, meeting schedules, travel plans, and briefing documents to facilitate productivity, efficiency, and timeliness.  S/he will answer calls and maintain the faculty member’s calendar using discretion to determine priority status, triage requests, accept and decline invitations, schedule/reschedule meetings as needed and refer as appropriate.  Selects meeting locations and coordinates logistics (catering, AV, parking).  Conducts contingency planning, arranges agendas, prepares meeting materials, etc.  Greets guests and assists faculty member in staying on schedule.  Prepares requested documents in Word, Powerpoint and Excel.  Tracks and follows up to meetings.  Proactively manages faculty member’s relationships with numerous other faculty, at HLS and elsewhere.  Develops and implements protocols for managing record keeping, time keeping, billing, collections, and other accounting related to client matters.  Will have office management role overseeing temps, contractors and student RAs (including approving time worked and interpreting and communicating faculty member’s policies), and will exercise discretion to hire student RAs.  External work will include interactions with press, potential and actual clients (law firms, large companies, regulatory agencies, individuals), and will need to exercise judgment and discretion in speaking on behalf of faculty member regarding scheduling, availability, and commitments.  Track class schedules; organize, course materials, media, exams and grade submissions. Convert various academic documents and distribute/post publications to web sites and working paper series. Arrange travel for attendance at conferences, presentations and consulting projects; coordinate materials; track expenses.  Maintain, organize and archive complex files. Work with IT department to streamline shared information systems. This is a varied job with room for increased administrative responsibility over time. Performs other duties as assigned.