Edison Mail Jobs in Usa
2,422 positions found — Page 9
We are partnering with our Berkeley, CA retail client to recruit a Graphic Designer to join their team on a 5+ month contract basis, set to be between 30-40 hours per week. This is a hybrid role in their East Bay office three days per week. In this position, you will join a thriving design team in creating, finalizing and optimizing digital and print materials. This role encompasses both asset creation AND production work, including creating new assets for web pages, social media campaigns, email campaigns, direct mail pieces, catalogs and similar. You will develop everything from assets, templates, digital enhancements and similar, and will be responsible for image production and color correction efforts. To be a fit, you should bring 3+ years of graphic design experience with strong digital and print background. Experience in production and color correction, and a comfort in these duties, is required, along with Adobe Creative Suite expertise.
This is an opportunity to join a well-know, East Bay retail brand with a fun, colorful style! This role will start at about 30 hours per week during onboarding and the first month, and hours will ramp up to 40 per week over the following several months. You will work closely with their design team on a hybrid basis in their Berkeley office, and will be a huge help in providing design support, brand guidelines oversight and similar during a busy period. This is a 5+ month, W2 contract role, with payroll and benefits through LHH. Hourly pay ranges from $31 to $35 an hour, depending on relevant experience, with potential for slight flexibility. Benefits for LHH contractors include medical, dental, vision and 401(K) options, with sick time accruing at the California rate. Digital portfolios will be required for consideration.
You will:
- Join a thriving design team in creating, finalizing and optimizing digital and print materials with a focus on mastering their brand guidelines and aligning creative output
- Own new asset creation for digital and print projects, including social and email campaigns, templates, website assets, catalogs, signage, direct mail pieces and more
- Aid the team in production work, specifically in image production for color correction and editing, and in layout design work
- Partner with cross-functional teams to curate design ideas and translate department needs into finished materials
Your experience should include:
- 3+ years of graphic design experience in the consumer space, with experience in retail or similar strongly preferred
- Deep understanding of print and digital design and production work, with relevant portfolio examples in email and social media campaigns, web assets, catalogs, signage, direct mail pieces and similar
- Image editing and color correction experience
- Excellent cross-functional collaboration skills
Sound like you? Apply here to be considered! This is an urgent need starting quickly – candidates local or commutable to the East Bay and aligned with the above are encouraged to apply.
Equal Opportunity Employer/Veterans/Disabled
To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance
Position Title: Office Assistant
Location: Bellevue, WA (On-Site)
Position Type: Regular, Full-Time
Who we are:
Roundglass is a wholistic wellbeing company working to empower healthier lives, stronger communities, and a more sustainable world. That w in wholistic is there for a reason: We believe true wellbeing spans the whole human experience, from how we care for ourselves to our connections with others and the planet.
Roundglass creates real-world impact through two core pillars:
Through the Roundglass Living platform, we deliver personalized wellbeing guidance rooted in science. The Roundglass Living app helps people develop habits that last through breathwork, meditation, movement, nutrition, music, and more.
Roundglass Giving is our nonprofit arm, driving our philanthropic vision, including a collection of initiatives championing youth development, women’s empowerment, and environmental stewardship. We’re on a mission to transform communities by tackling systemic challenges and unlocking human potential.
At Roundglass, we're driven by the purpose of making wellbeing accessible and actionable for everyone, everywhere. This sense of purpose fuels how we approach our work and support one another every day. If you're passionate about creating meaningful impact and want to contribute to a culture that embodies the change we're creating, we'd love to meet you.'
About the role:
The Office Assistant has to ensure day-to-day office tasks, functions and deliverables are being managed. This role requires being hands-on, executing best practices to ensure efficiency is always forefront. Daily functions include distributing mail, managing kitchen and supply inventory, purchasing, coordinating office events, assisting IT with various tasks, connecting with vendors, and making recommendations.
What you’ll do:
- Assist with catering requests, orders, and delivery
- Plans, schedules, prioritizes and assists with maintenance staff
- Assist with inventory and purchases for office supplies
- Weekly\Daily Maintenance Schedule
- Being present when contractors, guests, or Roundglass employees are in the office space
- Keep track of mail: sorting and distribution
- Keep track of parcels: sorting and distribution
- Track shipping and receiving (packaging and mailing). Drive to the site to deliver packages to the courier (FedEx, USPS, UPS, DHL) if needed
- Making sure that the office space/common areas are in good clean condition, which includes dusting, and ensuring that dishes are washed, and dishwashers are tended to accordingly
- Tracking of office supplies and kitchen inventory. Reporting any needs to our Program Lead
- Organize kitchen & assist our Program Lead with shelving and other duties
- Make sure that coffee, tea, and freshwater containers are available. Replace when necessary. If needed immediately make trips to the store for replacement
- Manage supplies: tissue papers, toilet rolls, office supplies, cartridge inks, printer paper, wipes, shampoo/conditioner, soaps.etc.
- Collaborate with occasional office events and coordination (catering set-up, clean-up, placing orders)
- Attend weekly meetings, if necessary, execute the task by utilizing
- Assist in the setup of the brand-new office, which includes various tasks
- Other duties as assigned
Who we’re looking for:
- Knowledge of office management & administration
- Excellent time management and organizational skills
- Experience in an office environment, group project, and or similar experience
- Knowledge of Microsoft Office
- Ability to work within a team environment, sharing workload and responsibilities
- Effective verbal, phone, written, and interpersonal communications skills
- Capable of maintaining corporate and job-related confidential information
Pay & Benefits:
The anticipated salary range for this position is $18-$25/hour. Compensation offered will be determined by level, job-related knowledge, skills, and experience. Certain roles may be eligible for a bonus incentive as part of a full salary package. In addition, Roundglass offers comprehensive benefits: Regular 9 federal holidays and 1 floating holiday, 3 days of bereavement, 2 days of jury duty, medical/dental/vision with PPO/HSA plans with employer contribution, EAP provided by CIGNA and Standard, Pet Insurance for your furry friends, Basic Life/LTD/STD employer paid, 401k plan with maximum match of $5,000.00, PTO (paid time off) 120 hours to start and increased by years of service. Some benefits are not applicable for Part-Time Employment & outside of the United States.
Why Roundglass:
Roundglass was built on the vision that wellbeing should be at the very center of our life journey. We are reimagining how the world experiences wellbeing and how companies (like our own) support the wellbeing of their people.
We’re a group of talented, socially-conscious, gritty, innovators using technology and human energy to create a vibrant wellness ecosystem. Together, we’ve built an amazing community and we are always looking for people who share our passion.
To learn more, visit our Website, Facebook, Instagram and LinkedIn.
"Roundglass values diversity and is committed to providing equal opportunities. We do not discriminate against race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. We will provide reasonable accommodation to individuals with disabilities who need assistance applying for a job. Please contact for more information.
We rely on legitimate interest as a legal basis for processing personal information under the GDPR for purposes of recruitment and applications for employment."
Do you want to work with a team of "A" players who care as much as you do about your work and helping clients? If so, prepare a cover letter with no more than TWO paragraphs and a closing sentence. In the first paragraph, explain what you believe are the 3 most important qualities needed in someone who works as a Receptionist at a law firm that handles family law, and why you believe they are the most important qualities. In the second paragraph, explain why you applied to this particular ad. As a closing sentence, please write, “I have read the instructions contained in the job posting and have followed the instructions."
Email your resume and cover letter in PDF format to The subject line of the email should have your last name (all caps), followed by the position you are applying for in lower case, followed by one word that you would use to describe yourself in all caps. For example: "SMITH Salesperson AWESOME." We look forward to reviewing your application.
APPLICATIONS RECEIVED THROUGH THIS SYSTEM AND THAT DO NOT FOLLOW THE INSTRUCTIONS WILL NOT BE CONSIDERED.
Benefits:
Health insurance
Schedule:
8-hour shift
Supplemental Pay:
Bonus opportunities
Work Location: In person
Compensation: $14 - $16 hourly
Responsibilities: Assist with other administrative tasks, such as data entry, copying, filing etc.
Assure incoming and outgoing mail is managed appropriately and handle deliveries
Give every employee, client, and visitor a warm welcome at the front desk and communicate any important information or directions
Schedule appointments and ensure the business calendar is accurate and up-to-date
Welcome clients and visitors with a warm and professional demeanor, ensuring they feel valued and at ease
Manage incoming calls efficiently, directing them to the appropriate team members and providing accurate information
Coordinate and schedule appointments, maintaining an organized calendar to optimize team productivity
Assist with client intake processes, ensuring all necessary documentation is completed and filed correctly
Support attorneys and paralegals by preparing and organizing case files, ensuring all materials are readily accessible
Maintain a tidy and welcoming reception area, reflecting the professionalism and care of our firm.
Handle incoming and outgoing mail, ensuring timely distribution and response to correspondence as needed
Qualifications: 1+ year of front desk receptionist experience or related job experience preferred
Well-versed in taking telephone calls and handling stressful situations
Has previous experience with word processing programs and basic computer skills
Must have graduated high school, received a G.E.D. or equivalent
Possesses strong customer service skills, interpersonal skills, organizational skills, and time management skills
Fluent in English and Spanish
Independent self-starter who thrives on immersion in a rapidly changing environment and excellent problem-solving and analytical skills
Proactive, can-do attitude, with great follow-through and resourcefulness, along with attention to detail
Strong communication and interpersonal skills with the ability to be personable yet firm.
Real-life experience & a few “battle scars” to give you empathy and understanding are an asset, but not a requirement
Experience overcoming a major obstacle in life and making an important change in your life, so you know at your core that others can do it too, is a plus
About Company
At Wirth Law Office, our mission is simple but powerful: Make Law Easy. We understand that the legal system can be overwhelming, so we work every day to make the process clearer, more accessible, and more successful for clients.
We are a values-driven firm built on aggressive advocacy, client-centered service, and a commitment to excellence. Our attorneys are backed by skilled legal teams, proven systems, and strong leadership that fosters growth, innovation, and a positive work culture. We don’t just show up for clients—we fight for them, guide them, and empower them.
If you're looking to join a firm where your work makes a difference, your team has your back, and your career can thrive, Wirth Law Office might be the right fit for you.
#WHLAW2
Compensation details: 14-16 Hourly Wage
PI050ced2a27ac-37344-39998918
Administrative Assistant 3
Pay: $20.00 per hour (Weekly Pay)
Location: Phoenix, Arizona 85007
Schedule Details: Monday - Friday | 8 AM - 5 PM
Job Description
We are seeking a detail-oriented Administrative Assistant to provide clerical and administrative support to ensure efficient daily operations and high-quality service for both internal teams and the public.
This role includes greeting visitors, managing incoming communications, maintaining filing systems, coordinating mailings, and supporting office functions such as supply inventory and equipment maintenance.
The ideal candidate will also assist with data entry and reporting, support training and inspection programs, coordinate public meeting logistics, and collaborate across departments to ensure accurate communication and timely completion of tasks.
Primary Responsibilities:
- Providing clerical and administrative support in order to ensure that internal and external customer services are provided in an effective and efficient manner.
- Greet, assist and/or direct visitors and the public.
- Receive, direct and relay telephone messages and fax messages, direct the general public to the appropriate staff member
- Open and date stamp all general correspondences, maintain the general filing systems and file correspondences
- Maintain an adequate inventory of office supplies
- Respond to public inquiries and coordinate the repair and maintenance of office equipment.
- Complies and inputs data into database for the Inspections Program, ability to summarize data for the various report
- Assist the Education and Training Program answering questions regarding the training schedule, forms, and inputting the data into the database
- Assists the reclamation department with delivery and pick up security documents to the State Treasurer's Office
- Handle communications regarding obtaining mailing addresses for public meetings
- Coordinate public notice mailings
- Provide reclamation department support for public meetings including updating documents, agendas, etc.
Required Qualifications:
- 3-5 years of administrative experience
- Google, FileMaker Pro, Microsoft Access, Microsoft
Position Summary
The Office Manager ensures seamless daily operations of the workplace environment, overseeing reception, facilities coordination, vendor management, travel, and executive-level operational support. This role serves as a trusted operational partner to the Sr. Director of Executive Operations and leadership team, ensuring a professional, organized, and efficient office experience. The Office Manager collaborates cross-functionally with all departments, and department leaders to drive operational excellence across workplace services and corporate support functions.
Key Responsibilities
Front Desk & Visitor Management
- Answer and direct incoming phone calls
- Greet visitors and manage front desk reception area
- Issue and track visitor and employee temporary badges
- Address customer service inquiries and coordinate resolution with appropriate departments
Mail & Shipping Operations
- Sort and distribute all incoming mail and packages
- Process outgoing mail and shipments
- Maintain mailroom organization as well as USPS and UPS supply inventory
Conference Room & Meeting Support
- Manage conference room scheduling and readiness
- Ensure conference rooms are clean, organized, and properly configured
- Partner with IT to resolve conference room and ELT technology issues
- Coordinate meeting support for ELT and leadership sessions as needed
Office Operations & Facilities Coordination
- Maintain office, lobby, breakroom, and common areas
- Order and manage office, breakroom, and janitorial supplies
- Coordinate cleaning services and address vendor issues (e.g., Jani-King)
- Work with facilities team to resolve office and building concerns
- Maintain office seating and organizational charts
- Create and update cubicle and office name tags
Vendor & Equipment Management
- Serve as primary liaison for office vendors and contractors
- Manage and maintain office equipment; partner with IT as needed
- Track service requests and ensure timely follow-through and resolution
Administrative Support & Special Functions
- Coordinate Outfitter travel logistics as assigned
Qualifications
- 3+ years of experience in office administration, reception, or office management
- Travel coordination experience with platforms, such as Navan or Concur
- Strong organizational and multitasking skills
- Professional communication skills (verbal and written)
- Experience coordinating vendors and service providers preferred
- Proficiency in Microsoft Office or comparable systems
- Ability to manage multiple priorities in a fast-paced environment
Core Competencies
- Service-oriented mindset
- Strong attention to detail
- Problem-solving and follow-through
- Professional discretion and confidentiality
- Ability to collaborate cross-functionally (IT, Facilities, Leadership, Departments)
Executive & Corporate Operations Support
- Manage corporate travel agreements and vendor relationships (Navan, Engine, National/Enterprise, Airline Partners)
- Schedule and coordinate Store Support Center and Leadership meetings
- Partner with Real Estate to coordinate document execution by CFO; manage overnight shipments as needed and ensure fully executed documents are received and properly filed in designated real estate folders
- Distribute monthly employee birthday and anniversary lists to Department Managers
Sportsman's Warehouse is an Equal Opportunity Employer
$20-22 an hour
Birmingham, AL
Join a dedicated, faith-based non-profit organization that has served the Birmingham community for decades. As a small team with a large impact, they are looking for a Part Time Administrative Operations Coordinator to serve as the organizational "backbone," supporting their C-Suite.
This role is ideal for a detail-oriented professional who excels in a "one-ministry" mindset and enjoys a variety of tasks—from financial processing and donor relations to general office administration. They offer a compassionate, mission-driven environment where your administrative expertise directly supports families and individuals in need.
Job Duties:
- Provide direct administrative support to the Executive Director and Head of Operations, including calendar management and correspondence.
- Manage daily financial transactions, including processing donations, performing deposits, and entering data into QuickBooks and expense management software.
- Maintain the donor management database (CRM), ensuring accurate gift processing and generating detailed reports.
- Handle donor relations tasks, such as transcribing letters and writing timely thank-you notes.
- Manage grant tracking systems to monitor applications and reporting deadlines.
- Utilize Excel for data exporting, mail merges, and analytical reporting.
- Oversee general office inlets, including voicemail, email, and physical mail retrieval from the PO Box.
- Coordinate and set up meetings, including agenda preparation and hospitality arrangements.
- Organize and maintain essential organizational documents, records, and reports.
- Serve as an official Notary for the organization.
- Assist the counseling team with appointment scheduling and client coordination.
- Ensure final year-end financial processing by working the last business day of the calendar year.
- Ability to work Monday-Thursday from 8 am-1:30 pm, 8:30 am-2 pm, or something very close to that.
- At least 3 years of administrative experience; prior experience in the non-profit sector is highly preferred.
- Alignment with the organization’s faith-based mission, values, and commitment to serving the marginalized.
- Strong proficiency in Microsoft Office, particularly Excel (mail merges, exporting data, and formulas).
- Experience with QuickBooks and donor management databases (Salesforce experience is a plus).
- Proven critical thinking skills and the ability to work independently in a small-office setting.
- Excellent written and verbal communication skills for donor and community interaction.
- High level of attention to detail and a proactive approach to problem-solving.
- Ability to multitask and adapt to a fast-paced environment with a "team player" attitude.
- Knowledge of basic accounts payable procedures and financial record-keeping.
Please note - if you have recently submitted your resume to a PangeaTwo posting, your qualifications will be considered for other open opportunities.
Your resume will never be submitted to a client without your prior knowledge and consent to do so.
IND123
Job description
Office Evolution – - is a leading virtual office and executive suite company. We’re seeking an organized, professional Community Coordinator to support daily operations and enhance member experience at our Independence, OH location.
At Office Evolution, our Community Coordinators have a passion for small business and a natural curiosity about business people. We love being involved in the success of our clients.
In our business centers we provide services such as meeting space, live answer of telephones, professional mailing address, and dedicated offices. Our clients are typically local small businesses with 1-5 employees. Our culture is fast-paced, entrepreneurial, creative, fun, efficient and family-oriented. Team members pitch in and help in every department as needed.
Role Summary: The Community Coordinator is the front-line representative for members and visitors, responsible for day-to-day office operations, member support, and administrative tasks that keep the coworking space running smoothly. This role combines customer service, operations, and light facilities/technology coordination.
Key Responsibilities
- Serve as primary front-desk contact: greet visitors, manage check-ins, answer phones, calendar scheduling, mail handling, and respond to member inquiries (in-person, phone, email, chat).
- Maintain coworking schedules: meeting room reservations, event calendars, and shared-space availability.
- Supports our social media presence with postings on our various accounts to help our exposure in the community.
- Handle administrative tasks: mail/package distribution, supplies inventory and ordering, recordkeeping, and basic bookkeeping support (invoicing, expense tracking).
- Support light facilities and IT: coordinate with vendors/maintenance, troubleshoot common connectivity issues, and escalate technical problems.
- Assist with community programming and events: setup/breakdown, attendee registration, and on-site support.
- Enforce community policies and maintain a professional, welcoming environment.
- Reports to: Community Manager
Required Qualifications
- 2+ years of administrative, customer service, or hospitality experience; coworking or office operations experience preferred.
- Excellent interpersonal and communication skills; professional front-desk presence.
- Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
- Comfortable with common office technology: Google Workspace or Microsoft Office, booking systems (e.g., OfficeRnD, Nexudus, Skedda), basic networking troubleshooting.
- Reliable, proactive, and able to work independently with minimal supervision.
- Ability to lift/move light equipment (up to ~25 lbs) and stand for extended periods during events.
- Ability to gain notary certification.
Preferred Qualifications
- Experience with community management, event coordination, customer service, or facilities management.
- Familiarity with CRM (Hubspot, Yardi), payment processing systems, and basic bookkeeping tools (QuickBooks, Stripe) is a great plus.
Compensation & Benefits
- Competitive wage
- Paid time off & holiday pay
- Dynamic, collaborative work environment with growth potential.
Office Evolution is an equal opportunity employer.
Seeking an onsite Document Specialist to join a Fortune 500 Financial Services Corporation. The department is a high volume and fast paced line of business. As a Document Specialist, you will be assigned various documentation and administrative tasks daily that will exercise your strengths in time management and prioritization.
In this role you will effectively manage the following tasks:
- Physically review 100-300 documents daily to check for accuracy
- Review incoming mail - document the system of record, distribute to the team, or re-route to the correct department
- Make outbound calls to collect additional information from customers if we are unsuccessful with processing their request
- Responsible for faxing, mailing, and overnighting over 100 documents daily
- Assist with other duties and projects as assigned
- Perform data entry and data collection tasks accurately and efficiently as needed
- Utilize Microsoft Excel to create and maintain spreadsheets
- File and organize documents in both electronic and physical formats
Required:
- Attention-to-detail is a must, as the primary function of this role is to review auto finance contracts.
- This position also involves filing paperwork, pulling files off the shelf, and other various tasks.
- Must be able to use word processing applications and electronic worksheets to accurately track and record metrics.
- Ability to identify documents required for legal retention
- Satisfying file and image requests from multiple sources, reports, people, and other internal departments.
- Strictly adhere to company procedures and policies, in addition to process procedures
- Being flexible as business needs may require
- Must be dependable and consistently show up to work at designated scheduled time.
- Demonstrate ability to multi-task with a balance of speed and accuracy
- Must be self-motivated and demonstrate the ability to work independently with a high degree of attention to detail.
- Must be able to meet and maintain 99% accuracy and efficiency standards set forth for all job duties.
Qualifications:
- High School Diploma
- At least 1 year of file-room experience or 1 year of experience in an office/call center setting
- Basic knowledge of Google Suite (Sheets, Docs, G-Mail)
- Basic knowledge and experience with Microsoft Office (Excel/Word)
- MUST report onsite Monday – Friday
- Positive morale and attitude
- Strong organization skills and attention to detail
- Must be able to work in a high volume, fast paced environment
- Proven data entry and documentation management experience
- Ability to work independently and prioritize tasks effectively
- Excellent written and verbal communication skills
Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.
Postal workers sort, process, and deliver mail and packages for homes and businesses.
They operate sorting machines, manage routes, collect outgoing mail, and provide customer service at postal counters.
The role requires accuracy, reliability, and stamina, often involving early mornings or outdoor work in all weather.
Strong attention to detail and organizational skills ensure timely and secure mail delivery.
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 welcoming environment where everyone can thrive.
Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership. You'll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it's an opportunity to shape the future of medicine.
The HMS Center for Bioethics brings together the rich intellectual resources of the medical school faculty with health professionals and scientists from our affiliated teaching hospitals, departments across Harvard, and colleagues from other institutions worldwide to ensure that scientific progress, medical therapeutics, and health care practices proceed hand-in-hand with a reflection about the profound moral questions raised by advances in the life sciences. Our mission is to use these resources to execute our vision in teaching, service, and scholarship.
Reporting to the Associate Director of Finance and Operations and supporting the Director and Associate Director, with support for up to three additional faculty, the faculty assistant provides a wide range of complex office administration and support at the Center for Bioethics. The Candidate must be able to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The candidate must be flexible with a high level of organizational and interpersonal skills, attention to detail, diplomacy, and a demonstrated ability to handle multiple tasks and changing priorities simultaneously.
Executive support for the Center Director and Associate Director:
- Communicates professionally and effectively on behalf of the Center Director and Associate Director to both internal and external parties.
- Manages incoming mail and email, including identifying and tracking time-sensitive or high-priority communications to ensure prompt attention.
- Drafts and edits correspondence for a wide range of audiences, proactively handles scheduling requests, and manages unwanted subscriptions.
- Maintains complex calendars for the Center Director and Associate Director, including scheduling and prioritizing appointments, and coordinating across institutional calendars.
- Arranges complex travel, prepares detailed travel itineraries, and processes expense reports and reimbursement forms.
- Manages and updates complex CVs for faculty, incorporating new information as it arises.
- Drafts written correspondence and templates for faculty use, including updating and revising as needed.
- Coordinates and ensures the timely completion and submission of faculty recommendation letters.
Faculty Support:
- Provides administrative support for up to three additional core and/or research faculty, including calendar management, travel planning, processing reimbursements, and scheduling conference rooms.
Office Support and Operations:
- Serves as the point of contact for the Center for Bioethics by staffing the front desk, greeting visitors, answering the main phone line, addressing basic inquiries, and triaging center email to the appropriate staff.
- Orders and maintains office supply inventory and organizes storage spaces to ensure availability of essential items.
- Serves as primary liaison with the mailroom; develops instructions for mailing procedures for faculty and staff, and manages incoming/outgoing mail.
- Coordinates with Harvard security for employee building access, including granting and removing swipe access during onboarding and offboarding.
- Works with the Event Management System (EMS) to reserve office and conference spaces and to develop/revise step-by-step instructions for staff and faculty on room bookings.
- Maintains shared workspaces and meeting rooms to ensure cleanliness, order, and availability of equipment and computer peripherals at each workstation.
- Acts as liaison to facilities and IT regarding routine office repairs and issues, reporting, tracking, and following up on resolution.
Process Development:
- Drafts and revises process improvements and operational procedures, submitting drafts for approval to the Associate Director of Finance and Operations. Examples include (but are not limited to): overseeing the procurement and tracking of office equipment, maintaining and updating inventory systems.
- Developing and maintaining the supply ordering process and updating as needed.
- Drafting, disseminating, and updating room reservation instructions for the EMS system
Program and Event Support:
- Provides support for Center programs, including website updates, and assistance with events such as conferences, lectures, seminars, and public forums.
- Handles logistics such as scheduling rooms and media services, maintaining the Center's schedule for office and desk use.
Other Duties as Assigned:
- Contributes to the overall success of the Center by accomplishing other tasks or special projects as needed.
The faculty assistant is part of the HCB administrative team whose mission is to support the Center's faculty and students in teaching, service, and scholarship. As part of this unique and growing Center, this position works in a high-volume, fast paced and dynamic environment. All formal offers will be made by HMS Human Resources.
As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role. There will be a writing task as part of the interview process.
Basic Qualifications:
- 3+ years of related experience in an academic, executive support, research or medical environment. Higher education may count toward years of experience.
Additional Qualifications and Skills:
- Bachelor's degree or equivalent professional experience preferred.
- Strong Microsoft Office skills, knowledge of Dropbox, Zoom, along with willingness to learn new programs and systems as needed.
- Advanced understanding and experience with administrative functions, processes, and systems.
- Excellent attention to detail and interpersonal, verbal, and written communication skills.
- Ability to work well with a team while also making decisions independently.
- Experience with project management software, such as Asana, a plus.
- Must be a professional, proactive, creative, collaborative, and conscientious individual.
- Proven ability to handle sensitive material and information with discretion.
Term: This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm
Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
Pre-Employment Screening: Identity
Other Information: Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the portal.
This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
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.
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