Executive Coordinator

Job Summary:

The Executive Coordinator provides strategic administrative and operational support to the Vice President for Finance and Chief Financial Officer (VPF) and Assistant Vice President, Office of Financial Strategy and Planning (AVP). Serving as a trusted partner to the VPF and AVP, the Executive Coordinator manages complex and confidential matters, anticipates needs, exercises sound judgment in a fast-paced environment with competing priorities, and ensures the effective coordination of the VPF and AVP's daily operations. The role requires exceptional discretion, initiative, and the ability to independently manage multiple priorities while proactively identifying and resolving issues that support executive decision-making and organizational effectiveness.

The Executive Coordinator collaborates extensively with the Offices of the President and Provost, University leadership, schools, and administrative units across Harvard. Working closely with executive assistants and administrators throughout the Office of Finance and Administration, the Executive Coordinator fosters strong cross-functional relationships, coordinates activities across a decentralized organization, and advances the VPF's strategic priorities through effective collaboration and operational excellence.

Job-Specific Responsibilities:

• Advise and partner with the VPF and AVP on administrative and operational matters. Maintain clear communication regarding priorities, deadlines, and upcoming deliverables to support effective decision-making and execution.

• Manage a highly complex and dynamic calendar for the VPF, exercising sound judgment to prioritize competing demands, anticipate scheduling needs, proactively resolve conflicts, and ensure commitments align with strategic priorities and organizational objectives.

• Serve as the primary administrative liaison for the VPF, building and maintaining effective working relationships across Finance and Administration (FAD), the University, and with external partners to advance VPF priorities within a decentralized environment.

• Monitor, assess, and manage the VPF's email and correspondence, responding or redirecting communications as appropriate. Track action items, ensure timely follow-up and resolution, proactively remind the VPF of outstanding matters, and assist in executing next steps.

• Maintain a thorough understanding of recurring meetings, committees, and governance responsibilities, ensuring key contacts, schedules, and supporting information remain current and readily available.

• Prepare and coordinate electronic or physical briefing materials for meetings, ensuring the VPF is well informed and equipped for discussions. Draft correspondence, reports, presentations, and other executive communications.

• Coordinate agenda planning, logistics, and materials for Financial Leadership Team meetings and other leadership meetings as assigned.

• Partner closely with the Office of Finance & Administration to support and coordinate FAD- and CADM-wide administrative, operational, human resources, communications, and organizational initiatives, including employee engagement and morale, special projects, technology implementations, and space planning and management.

• Collaborate with the Senior Communications Officer for FAD to support divisional communications and plan, coordinate, and execute FAD-wide Town Halls and other key communications initiatives.

• Lead the planning and execution of organization-wide employee engagement and recognition programs and events, including FAD Town Halls, all-staff gatherings, and other activities that foster a positive and engaged workplace culture.

• Perform additional duties and special projects as assigned to support the evolving needs of the VPF and the division. Occasional evening or overtime work may be required.