Reporting to and under the supervision of the Events Coordinator, this position serves as the Center's first point of contact for visitors and callers. Responsibilities include but are not limited to answering the Center's main phone lines and routing the calls as appropriate, handling general inquires in a professional manner and maintaining the Center's general email accounts.
Assists with and in some cases manages most of the Center's events-related matters, including set-up/clean-up, preparing materials and packets for meetings and events, and managing dissemination of news and events via social media, web, printed posters, and other channels.
Assists Events Coordinator with room reservations, making audiovisual arrangements, placing furniture and custodial requests, processing equipment rental, placing catering orders, and related tasks. Responsible for the daily management of the Center's conference room, office supply closet, and kitchen. Ensures maintenance of office equipment and serves as the main point of contact for all Center operations matters, including but not limited to, reporting and resolving phone and computer issues as needed, arranging for computer maintenance and other general office maintenance as needed. Other clerical tasks include checking and sorting the mail two times a day, ordering office supplies, making parking arrangements and processing Fedex orders.
Provides occasional assistance to the Director and Executive Director of the Center, including: travel arrangements, scheduling meetings, reservations, and preparing/distributing materials at meetings. Reconciles corporate cards for Executive Director, along with other financial support as needed.
Other duties as assigned.
The David Rockefeller Center for Latin American Studies is an interdisciplinary, University-wide area studies center with three offices in Latin America. The primary objective of the Center is to promote teaching and learning about Latin America at Harvard, and to strengthen institutional ties in the region.
All formal offers will be made by FAS Human Resources
Please submit at cover letter when applying for this position
Salary Grade: 052
Union: 55 - Hvd Union Cler & Tech Workers
Minimum of 2 years work experience in an office.
Bachelors preferred; advanced knowledge of Spanish and/or Portuguese preferred. Must be able to handle complex and confidential information/materials, establish priorities, meet deadlines, and work independently in a fast-paced environment. Must be able to multi-task, highly organized, detail-oriented and possess strong written and verbal communications skills. Graphics experience a plus. Must be flexible to work overtime hours as needed. Previous events and/or office experience and knowledge of Latin America and Harvard systems a plus.
May be required to lift and/or move event related equipment and supplies. Must have the ability to lift and/or move up to 15 pounds.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.