Staff Assistant, Public Affairs

Job Summary:

The Staff Assistant, Public Affairs provides administrative and project support for the leadership of Harvard Public Affairs and Communications’ (HPAC) Public Affairs team. This team is responsible for external relations covering state and local government and community relations as well as community programs. The Staff Assistant is responsible for ensuring smooth operations of the department through the coordination of complex calendars and travel arrangements for leaders on the Public Affairs team. Daily responsibilities include quickly and efficiently supporting scheduling requests, supporting the execution of both small- and large-scale events in Cambridge and Boston, helping to triage requests and correspondence arriving via phone, mail and through shared email inboxes, and managing contacts and mailing lists in a database of stakeholders. Showing significant independent judgment in identifying and resolving potential scheduling conflicts, the Staff Assistant will liaise with a variety of both internal and external constituents (including university leaders and their administrative support teams, as well as faculty, staff, community-based organizations, etc.) and support special projects as assigned. In public and community-facing events and settings, the Staff Assistant will be expected to represent the university with warmth, discretion, and responsiveness. 

The Staff Assistant will also serve as a member of the broader HPAC administrative team. While working closely with the public affairs team, the Staff Assistant, Public Affairs reports to the Director of Administration, HPAC and will also collaborate to provide administrative and project support for efforts and key initiatives across all of HPAC.

Job-Specific Responsibilities:

• Makes appointments and manages calendars and travel arrangements, arranges, and attends meetings, schedules rooms and equipment

• Assists with virtual and in-person events and meetings; manages Zoom platform and hosts virtual events; assists with logistics for in-person events such as securing rooms, arranging for food and AV, event set-up, and cleanup

• Arranges for use of facilities and advises availability of services within and outside the University for events, conferences, and seminars

• Prepares agendas and produces meeting reports for internal and external meetings; collects and tracks events data for program records especially as related to community contribution tracking

• Prepares and maintains unit's records (such as financial, personnel, administrative, student) reviews documents, reports, etc., to assure compliance with university requirements

• Enters and maintains multiple contact/mailing lists and databases of stakeholder audiences 

• Drafts and edits written communications, including memos, briefings, presentations, and internal/external correspondence, as well as assist in the development of talking points

• Supports correspondence, communication and outreach to abutters and relevant constituents, monitors shared email and voicemail accounts in order to respond to resident requests

• Is available to coordinate department projects and initiatives as needed

• May independently manage small special projects as assigned

• May provide additional support for other department leadership, including scheduling, phone, and meeting management and in-person support as needed

• The above covers the most significant responsibilities of the position.  It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.