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Senior Executive Assistant and Project Coordinator

Position Title: Senior Executive Assistant and Project Coordinator

Supervisor: Executive Director        

Department: Director’s Office

Grade: 55, non-exempt, non-union

Hours: Full-time, 35 hours per week



Dumbarton Oaks is a research institute, museum, and historic garden of Harvard University, located in Washington, D.C. The institute and its collections focus on the fields of Byzantine, Pre-Columbian, and Garden and Landscape Studies. The Senior Executive Assistant and Project Coordinator supports the Director of Dumbarton Oaks, who is also a faculty member at Harvard University. The position serves as the public face of the Director’s Office with multiple stakeholders, including Harvard, other national and international universities and research institutes, and the D.C. diplomatic community. The position reports to the Director and Executive Director of Dumbarton Oaks.

Duties and Responsibilities

  • Serving as the administration’s principal point of contact internally and externally, handling inquiries and posting institutional information as appropriate.
  • Providing administrative support, including taking minutes and preparing talking points and agendas.
  • Conducting research and coordinating teaching-, research-, and publishing-related tasks and special projects for the Director.
  • Assisting the Director and Executive Director with project management across the organization.
  • Handling complex travel arrangements and processing financial statements for the Director and the Executive Director.
  • May manage interns and post-graduate fellows.
  • Perform other special projects as required.

Basic Qualifications

Administrative support experience required. A minimum of three years of experience. Proficiency in standard office software.

Additional Qualifications and Skills

Bachelor's degree strongly preferred. Experience supporting a senior executive at the CEO or tenured faculty level. Knowledge of Spanish, Greek, or other European languages. Experience in a coordinating or supporting role within an academic environment. Superior organizational skills, confident multi-tasking, proven ability to track details closely. Excellent customer service. Excellent written and oral communication skills. Ability to respond to last-minute changes in schedules, and independently make appropriate adjustments to workflow. Ability to track and bring projects to completion with minimal supervision. Ability to establish professional relationships with colleagues across all levels of seniority with poise and tact. Sound judgment, a high-level of discretion and the ability to handle confidential information.

Working Conditions

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage:

Pre-Employment Screening

Criminal, Identity

To Apply

The position remains open until filled. Please forward résumé and cover letter detailing relevant qualifications by clicking the link below.

Commitment to Equity, Diversity, Inclusion, and Belonging:

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

Dumbarton Oaks is an Equal Opportunity Employer (EOE).