Senior Executive Coordinator to Professor Danielle Allen

The Senior Executive Coordinator will provide high-level support to the James Bryant Conant University Professor, Director of the Allen Lab for Democracy Renovation at the Ash Center for Democratic Governance and Innovation, and Director of the Democratic Knowledge Project at the Harvard Graduate School of Education. They will sit at the nexus of a complex ecosystem of organizations and activities led by the Director and must bring exceptional judgment, discretion, and diplomacy to coordinating a high volume of requests and communications across a diverse range of internal and external stakeholders, each with different priorities, expectations, and working styles. 

The Senior Executive Coordinator will perform a range of support activities including complex calendar coordination; managing incoming requests, including routinely and politely communicating declines and non-availability of the Director; interfacing with faculty, students, staff, external partners, media, and others on behalf of the Director; travel arrangements; and other duties as required by a demanding and high volume work environment. Candidates must demonstrate exceptional time management and organizational skills, meticulous attention to detail, consistently high standards of quality, the ability to multitask and prioritize successfully, and the ability to manage and track a high volume of requests, relationships, and follow-up actions simultaneously. 

The Senior Executive Coordinator works speedily yet accurately in a high-demand environment and will possess a high level of maturity and good judgment. They will work closely with the Director, maintaining steady communication and seeking feedback in a timely and consistent manner.

The Ash Center is a global and values-driven community that believes diverse perspectives are paramount to better understanding and addressing real-world problems. In fostering an environment of rigor, curiosity, and integrity, we value and respect different opinions, lived experiences, and diverse research and policy areas and approaches. We actively seek candidates who share our commitment and values. 

Specific responsibilities include: 

• Manage a complex calendar for the Director: 

• Monitor and resolve incoming requests each day through email, tracking sheets, and other management systems 

• Maintain a calendar that provides margin for meals, biobreaks, and other requirements of sustainability 

• Identify potential conflicts well in advance and seek timely solutions 

• Serve as liaison between the Director, their speaking agent, and parties requesting interviews or speaking engagements 

• Align daily and long-range commitments with flexibility recognizing the Director’s evolving priorities and objectives 

• Monitor steady stream of commitments and deadlines 

• Create and maintain regular communications with team members on Director's activities 

• Track student advisees and their basic scheduling needs for the Director’s time 

• Perform the following administrative duties: 

• Track, oversee, and reconcile Director’s financial expenses and reimbursements 

• Provide support for the faculty member’s travel, to include making flight and hotel reservations and/or coordinate with the speaker’s agency making said arrangements; 

• Perform general office duties as needed to include responding to correspondence, photocopying, ordering office supplies, mailing materials, and placing catering orders 

• Assist Allen Lab Coordinator with planning and executing Allen Lab events and meetings as needed