Department Coordinator, Digital Transformation | Onsite

Job Description
Job - Department Coordinator/Executive Assistant
Location - Boston, MA
Duration - 3+ Months
As the Department Coordinator, you will often be the primary point of contact for both Client internal and external customers and stakeholders, serving as the gatekeeper for the Chief Digital Officer and Digital Transformation department with university leadership, faculty, staff, students, alumni, and the broader community.

• You will report to the Managing Director, Program Management and Operations while working closely with the CDO.
• The ideal candidate can handle many complex and confidential situations for the CIO, applying judgment, initiative, and responsiveness.
• The candidate must have the ability to manage multiple tasks at once and be able to prioritize (or reprioritize) proactively.
• A person with an executive presence and extreme attention to detail will thrive in this role.
  Duties and responsibilities
  • Provide strategic and thoughtful management of the CDO's complex calendar by scheduling meetings, balancing priorities, anticipating the CDO's needs, and proactively troubleshooting scheduling conflicts
  • Attend DTx Leadership Committee standing meetings, preparing agendas, capturing quality notes and major takeaways, and tracking status of action items with owners to ensure timely follow-up and resolution
  • Monitor tasks to be completed by the CDO (i.e., follow-up phone calls and emails, correspondence, reports in progress) to ensure CDO complies with deadlines and expectations
  • Write high-quality, accurate communications on behalf of the CDO to key stakeholders and members of the HBS internal and external communities
  • Provide administrative support for high-priority projects under the CDO and DTx including process development, implementation, and management
  • Lead execution of department-wide events based on guidance from leadership, partnering with Business Operations Assistant on event logistics
  • Provide administrative and scheduling assistance for Business Operations as necessary for both finances and recruiting, hiring, and onboarding a variety of resources
  • Complete other responsibilities as assigned
  Qualifications
  Required:
  • High school diploma, GED, or equivalent required
  • 5 years of experience in administrative support role(s) and/or related experience is required
  • Education beyond high school may count toward experience
  • Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Zoom experience is required
  Additional/Desired:
  • Experience as an Executive Assistant or Administrative Office Lead/Manager
  • Strong oral and written communication skills, impeccable grammar
  • Excellent organizational skills
  • Detail-oriented and efficient, displaying exemplary customer service and relationship enhancing skills
  • Exceptional level of dependability, follow-through and accountability
  • Proficiency in email programs and web-based calendaring
  • Demonstrated ability to work independently with minimal supervision
  • Demonstrates high degree of collaboration and team building proficiencies
  Provides wide range of complex office and administrative support to a senior manager or executive. Requires excellent communication and interpersonal skills. Serves as principal contact and source of information for customers of the department, including faculty, students, staff and external customers. Develops, implements and administers office procedures, policies and operations. May monitor budget including tracking expenditures and preparing reports. May maintain personnel records. Reviews, routes, answers and monitors follow up actions on correspondence. Provides wide ranging support including keyboarding, composing and editing letters, memoranda, reports, lecture course materials, presentations, cases. Uses multiple common office applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email. Uses Internet, may include basic website maintenance. Manages complex calendars, arranges for meetings, appointments and travel arrangements. May attend meetings with executive to provide logistical support, take detailed notes, and track needed follow up items. Requires ability to rapidly learn University and departmental policies and procedures.