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Executive Administrator and Project Manager

Harvard University

Cambridge, MA

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JOB DETAILS
SKILLS
Administrative Management, Administrative Skills, Budgeting, Calendar Management, Collaboration Software, Communication Skills, Cross-Functional, Data Entry, Educational Administration, Equal Employment Opportunity (EEO), Establish Priorities, Event Management, Executive Assistant Skills , Expense Reports, Government, Higher Education, Interpersonal Skills, Law Enforcement, Leadership, Lean Six Sigma, Licensing Compliance, Logistics, Maintain Compliance, Manage Agenda, Microsoft Office, Needs Assessment, On Site Support, Operations Processes, Performance Metrics, Plan Meetings, Presentation/Verbal Skills, Project Development, Project Management Certification, Project Management Professional (PMP), Project Management Software, Project Planning, Project Tracking, Project/Program Management, Psychiatry and Mental Health, Public Safety, Regulatory Compliance, Resource Management, Risk Analysis, Schedule Development, Student Services, Team Player, Time Management, Training/Teaching, Travel Planning, Tuition Reimbursement, Writing Skills
LOCATION
Cambridge, MA
POSTED
Today
Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcomingenvironment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs ofits schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job Description

The Executive Administrator and Project Manager to the Chief of Police is a role that combines high-level executive support, complex project management, and broad departmental coordination. The position manages the full range of administrative duties for the Chief's office, leads key initiatives, and contributes to policy, accreditation, training, and compliance efforts for the University Police Department.

The incumbent reports directly to the Chief and partners closely to the Assistant Chief, Accreditation Manager, Training Officer, HR and other campus partners to advance departmental priorities. This role requires exceptional judgment, discretion, solid sense of urgency and the ability to handle highly confidential and sensitive information.

Job-Specific Responsibilities:

Executive Support & Administrative Management
  • Provide comprehensive executive support to the Chief of Police, including calendar and schedule management, meeting planning, travel arrangements, reservations, and expense report processing.
  • Draft, edit, and manage highly sensitive and confidential correspondence, reports, presentations, and other documents on behalf of the Chief.
  • Serve as the primary administrative coordinator for the Chief's office, overseeing systems for records, files, and information management.
  • Plan and coordinate departmental and executive-level events (e.g., retreats, recognition events, leadership meetings, community engagements), including logistics, invitations, agendas, and on-site support.
Project Management & Departmental Coordination
  • Lead and coordinate complex, cross-functional projects and initiatives assigned by the Chief, from concept through implementation and evaluation.
  • Develop project plans, timelines, deliverables, and performance measures; monitor progress, identify risks, and adjust plans as needed.
  • Exercise authority to coordinate and re-allocate resources (e.g., project-related budgets, staff time, and priorities) within established parameters to ensure deadlines and objectives are met.
  • Provide input and data for planning and resource decisions related to projects and initiatives under the Chief's purview.
  • Coordinate leadership team meetings: develop agendas, prepare briefing materials, document decisions, and ensure timely completion of action items.
Policy, Accreditation, Training & Compliance Support
  • Partner with the Accreditation Manager in developing, reviewing, and updating departmental policies, procedures, and standard operating guidelines.
  • Drives the planning and management of the implementation of new or revised policies and procedures, including communication, coordination of trainings, and monitoring of adherence.
  • Contribute to preparation of materials related to accreditation, audits, inspections, and other regulatory or compliance reviews, licenses, certifications and required training. Coordinate notifications, reminders, and follow-ups to ensure ongoing compliance.
Representation, Communication & Stakeholder Relations
  • Represents the Chief of Police in internal and external meetings, workgroups, and committees as requested, conveying the Chief's perspective and ensuring follow-up on commitments and next steps.
  • Serve as a central point of contact for issues and inquiries directed to the Chief's office; utilizing sound judgement to answer inquiries or triage, prioritize, and route matters to appropriate staff or leadership.
  • Synthesize and brief the Chief on key issues, outcomes, and stakeholder feedback from meetings and engagements in which the Chief is not present.
  • Build and maintain effective working relationships with campus partners, including academic and administrative departments, student services, external public safety agencies, and community organizations.
Confidentiality, Judgment & Professionalism
  • Handle highly confidential and sensitive information related to personnel, investigations, security operations, and university leadership with the utmost discretion.
  • Exercise sound, independent judgment in prioritizing issues, escalating concerns, and advising on the implications of decisions and communications.
  • Model professionalism, integrity, and ethical conduct; support a culture of respect, accountability and service within the department.
Qualifications

Basic Qualifications:
  • Bachelor's degree or an equivalent combination of education and experience.
  • Demonstrated experience (typically 5+ years) in roles involving project management and/or chief-of-staff-type responsibilities, preferably supporting senior leadership in a complex organization.
  • Proven experience performing a full range of executive-level administrative duties (e.g., calendar and travel management, event planning, drafting correspondence, managing confidential information).
Additional Qualifications and Skills:
  • Experience in higher education, public safety, law enforcement, government, or a similarly complex and highly regulated environment.
  • Formal training or certification in project management (e.g., PMP, Lean, Six Sigma) or equivalent experience, such as coordinating cross-functional projects with accountability for deadlines, deliverables, and resource allocation.
  • Experience working with accreditation processes, audits, or compliance in a public safety, law enforcement, or university setting.
  • Excellent written and verbal communication skills, including the ability to draft clear, concise, and professional documents and briefings.
  • Exceptional discretion and integrity in handling confidential and sensitive information.
  • Strong interpersonal skills with the ability to work effectively and diplomatically with individuals at all levels, both internally and externally.
  • High degree of initiative with the ability to anticipate needs, propose solutions, and work independently with minimal supervision.
  • Proficiency with standard office and collaboration software (e.g., Microsoft Office or Google Workspace, project management tools) and the ability to learn new systems quickly.
Additional Information

Standard Hours/Schedule: 35 hours per week. This position is 5 days a week on campus.

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Background screenings will be completed in accordance with Harvard University Police Department (HUPD) policy.

Orientation and Review Period: This position has a 3-month orientation and review period

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Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:
  • Generous paid time off including parental leave
  • Medical, dental, and vision health insurance coverage starting on day one
  • Retirement plans with university contributions
  • Wellbeing and mental health resources
  • Support for families and caregivers
  • Professional development opportunities including tuition assistance and reimbursement
  • Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

About the Company

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