Senior Executive Assistant

The Belfer Center for Science and International Affairs is the hub of Harvard Kennedy School's research, teaching, and training in international security and diplomacy, environmental and resource issues, and science and technology policy. The Belfer Center was named a “Center of Excellence” by the University of Pennsylvania’s Think Tanks and Civil Societies Program in 2021 – the last year of its ranking program – in recognition of the Center’s six consecutive years as the world’s #1 university-affiliated think tank. The Center has a dual mission: (1) to provide leadership in advancing policy-relevant knowledge about the most important challenges of international security and other critical issues where science, technology, environmental policy, and international affairs intersect; and (2) to prepare future generations of leaders for these arenas.

Reporting to Meghan O’Sullivan, Director of the Belfer Center for Science and International Affairs at Harvard Kennedy School, the Senior Executive Assistant provides high-level administrative and logistical support to the Director. With minimal supervision, the Senior Executive Assistant uses sound judgment, discretion, and strong organizational skills to manage the Director’s time and priorities in a fast-paced, constantly evolving environment.

The ideal candidate would be a career executive assistant who excels at anticipatory support—proactively identifying the Director’s needs, surfacing issues early, and taking initiative to manage them through to resolution. They will be comfortable adapting to shifting priorities, managing multiple complex tasks simultaneously, and maintaining composure under pressure. The ideal candidate would also bring experience using new technologies, including AI models, to increase the efficiency of office operations and streamline daily processes. Please note: The position requires you to work in-person on campus for a minimum of four days per week.

Job-Specific Responsibilities:

Director’s Calendar, Scheduling, and Engagements

• In collaboration with the Director’s Senior Advisor, serve as primary liaison between the Director and parties requesting her engagement, including internal and external stakeholders who are inviting or hosting the Director.

• Manage the Director’s calendar, meeting requests, and daily logistical needs.

• Coordinate and manage domestic and international travel arrangements, including complex itineraries and visa processes.

• In collaboration with other members of the Director’s team, align commitments with the Director’s evolving priorities and objectives, proactively recommending tradeoffs and adjustments when necessary.

• Prepare biographical and other basic materials to inform the Director's meetings and engagements.

• Liaise with other members of the Director’s team to organize and compile research, background information, and materials for review on a regular schedule, ensuring that the Director is well-prepared for engagements and can efficiently complete Center business.

Communications, Follow-Through, and Stakeholder Relations

• Monitor the Director’s correspondence, prioritize items for her attention, and ensure timely responses and follow-through.

• Working with other members of the Director’s team, track the status of short- and longer-term items requiring the Director’s attention or initiated by her, ensuring timely completion and appropriate follow-up.

• Facilitate communication between the Director and Belfer Center staff, including research assistants, course assistants, and research project staff, helping to ensure clarity, timeliness, and alignment.

• Communicate professionally with internal and external stakeholders on behalf of the Director, including drafting and sending correspondence as directed.

• Greet and welcome VIPs, faculty, invited guests, colleagues, students, and donors on behalf of the Director with poise, tact, self-confidence, and discretion; assist other visitors as a primary face of the Belfer Center.

Operations, Administration, and Course & Financial Support

• Print, organize, and provide briefing documents, correspondence, logistical information, items for review, and other material to the Director on a daily, weekly, and ad hoc basis.

• Manage online and physical records related to the Director’s work, maintain office inventory, support tracking and compilation of the Director’s activities (including publications, travel, and meetings), and assist in maintaining webpages and other elements of the Director’s public profile.

• As needed, collaborate with the Director’s Faculty Assistant and other members of the Director’s team to prepare hiring paperwork and support onboarding processes for student research assistants and other personnel associated with the Director’s work, including drafting offer letters, processing nomination forms, adding individuals to Harvard systems, obtaining necessary administrative approvals, and tracking status.

• As needed, collaborate with the Director’s Faculty Assistant to support delivery of the Director’s courses, including coordinating slides, readings, and other class content; assisting with logistical arrangements for speakers or guests; obtaining and organizing research resources; managing office hours and other student engagements; and maintaining Canvas pages.

• As needed, process and assist with financial matters, including corporate card payments, vendor invoices, individual reimbursements, and other accounts payable. 

Working Conditions:

• This position requires the ability to work flexible hours, including some evenings, as requested by the Director, particularly to support the Director’s travel and participation in events and convenings.

• The position is a 40 hour a week position.

• The role is based in Cambridge, MA, with the expectation of on-site work at the Belfer Center. The position requires work in-person on campus for a minimum of four days per week.