Executive Administrator and Project Manager at HarvardUniversity

The Executive Administrator and Project Manager to the Chief of Police is a hybrid 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.