Administrative Assistant

3 weeks ago

Boston, United States Planet Professional Full time

Administrative Assistant

Contract

6 months

Start 9/16

Interview process: 2 video interviews

Industry: Hospital, cancer research, 6000+ employees, 30+ in this Research department, supports a senior Researcher

Hours: full time

Location: Boston (Longwood Medical area)

WFH situation: Hybrid (3 days onsite to start - can probably reduce to 2 over time if the person is doing well)

Background check- yes

Covid vaccinated- yes + booster

Flu vaccinated- yes

Why open: Maternity leave. Supports a senior Researcher with general administrative tasks, including Email correspondence, Schedule meetings & zooms, Help complete grant applications, Type letters of recommendation, Type travel agendas, Process travel expenses, use MS Office & Adobe.


Must haves:

-3+ years of administrative experience in an office setting

-Has done work to support an executive (like scheduling & expenses)

-MS Office


Preferred:

-Bachelor degree

-Healthcare / clinical / medical / research industry

-Adobe (for diagrams & figures)

Job Description:

The Administrative Assistant provides administrative to a senior faculty member Principal Investigator (PI) managing a large laboratory research program. This individual will report directly to the PI and work closely with PI’s Laboratory Manager, Grants Management Specialist, and Department Administrator.


Responsibilities:

  • Close communication with PI, including twice weekly one-on-one check-in meetings. Attend weekly meetings with department grants office, quarterly financial review meetings, and quarterly meetings with Philanthropy
  • Schedule meetings on behalf of PI, including polling for availability, setting up Outlook/Zoom holds, and reserving conference rooms.
  • Email, general correspondence, and preparing letters of recommendation, grant applications, and academic journal articles.
  • Maintain biosketches, CVs, and other reference documents.
  • Perform general office duties such as typing, data entry, filing, copying, scanning, faxing, sorting mail, answering phone and greeting visitors, maintaining tidiness of office area, ordering office supplies, and facilitating maintenance of equipment.
  • Assist PI with peer review processes for grant applications and academic journal articles, as needed.
  • Prepare monthly Pcard reconciliations. Prepare and process expense reports, travel reimbursements, and requests for vendor payments.
  • Coordinate travel arrangements for PI, laboratory personnel, postdoctoral candidates, and visiting speakers, as needed.
  • Facilitate academic and hospital appointment processes, maintenance of licenses, academic society memberships/dues, credentialing and certifications, as needed.
  • May be responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordinating speakers, arranging audiovisual equipment, and ordering food services.
  • Perform duties related to other special projects as needed.

Knowledge & Skills Required:

Strong communication (verbal and written) skills, interpersonal skills, and experience working successfully with a wide variety and levels of faculty and staff (e.g., research faculty, fellows, research technicians, administrative staff, etc.)

  • Demonstrated organizational skills and a strong attention to detail
  • Team player who can work in a fast moving, deadline-driven environment
  • Ability to work independently and balance multiple complex projects simultaneously

Must have computer skills, including the use of Microsoft Office Suite, Zoom, Endnote, Adobe Acrobat, Dropbox, familiarity with Mac OS

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