Administrative Assistant

Administrative AssistantThe Howard Hughes Medical Institute (HHMI) advances the discovery and sharing of scientific knowledge to benefit us all. As a biomedical research organization and philanthropy, HHMI supports a vibrant community of academic researchers, educators, students, and administrative professionals. Together, we're unlocking the fundamentals of biology and building an open, inclusive future for science.HHMI's Headquarters is located on a beautiful 40-acre campus in the greater Washington DC metro area that is home to over 300 employees with strong cross-departmental collaboration between biomedical, legal, human resources, communications, information technology, investments, science education, and more.The HHMI Science Department supports and augments the groundbreaking research conducted in HHMI labs across the nation, and you can be sure that your contributions while working here are making a difference.The Science Leadership & Lab Culture (SLLC) Program is an umbrella program that offers a range of professional development opportunities for Lab Heads and trainees. These opportunities include one-on-one coaching, courses, workshops, team-building activities, and other events designed to strengthen lab leadership skills and foster positive lab environments.The Administrative Assistant provides essential operational and logistical support to the SLLC team. This position ensures smooth onboarding, payments, and documentation for coaches and facilitators, while also providing support for events, scheduling, and communications. The role requires strong attention to detail, organizational skills, and the ability to adapt quickly to evolving needs across SLLC offerings.This role features a hybrid schedule, with two to three days spent at HHMI's Headquarters in Chevy Chase, MD.This posting will remain active until December 15, 2025, at 5:00 PM ET, and applications will be reviewed on a rolling basis until then.What We OfferCollaborative, Supportive Environment: Work closely with a passionate, highly collaborative team dedicated to advancing HHMI's mission and strategic goals of inclusion and excellence in science.Professional Growth Opportunity: Apply your administrative and teamwork expertise within and across programs and departments while expanding your skills in a dynamic, innovation-focused environment.Competitive Total Rewards Package: Comprehensive healthcare benefits, generous retirement contributions, paid leave, up to $10,000 in educational reimbursement each year, and additional programs that support well-being and professional development.What You'll DoOnboarding & Payments: Coordinate onboarding for new coaches and facilitators, manage payment setup, vendor registration, and required documentation. Process and track payments accurately and in accordance with HHMI policies and timelines. Reconciliation of purchase card expenditures and budget tracking to ensure financial alignment with program goals.Documentation & Records: Maintain and organize records to support payments, contracts, audits, and reporting requirements.Scheduling & Logistics: Support the Science Senior Program Coordinator to manage calendars, timelines, and logistics for courses, workshops, and events. Track action items and compile materials to support courses, workshops, and events. Coordinate event preparation, participant registration, and day-of needs. Provide general administrative and operational support to SLLC team members as needed.Communications: Draft and distribute announcements, confirmations, and follow-up messages to participants and stakeholders, as requested. Facilitate effective information flow within the SLLC team and across internal and external partners.What You BringBachelor's degree or a combination of education and related experience.At least two years of administrative experience; relevant experience from school, internships, or training programs may be counted.Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint/Teams/One Drive) and strong computer literacy.Proactive and detail-oriented, supporting colleagues and partners through effective planning, organization, and follow-through.Ability to handle sensitive information with tact and discretion.Strong organizational skills with the ability to manage multiple projects, produce accurate work, and meet deadlines.Excellent verbal and written communication skills.Application InstructionsTo apply, please submit a resume/CV and a brief, one-page cover letter stating how your qualifications and experience match the requirements and how your experience will support HHMI in its mission. Applications without a cover letter will not be considered.Physical Requirements: Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.Compensation Range $26.07 (minimum) - $32.59 (midpoint) - $42.37 (maximum) Pay Type: HourlyHHMI is an Equal Opportunity Employer. We use E-Verify to confirm the identity and employment eligibility of all new hires.