Executive Administrative Specialist

1 week ago

Boston, Massachusetts, United States Howard Hughes Medical Institute Full time

The Howard Hughes Medical Institute (HHMI) is dedicated to advancing scientific research and education in various impactful ways, including basic biomedical research, educational empowerment, and inspiring future scientists. Our headquarters is a hub of over 300 professionals with diverse expertise in areas such as investments, communications, digital production, and biomedical sciences. The efforts here bolster the innovative research conducted in HHMI laboratories nationwide.

We are consistently seeking self-driven and exceptionally organized Administrative Coordinators for potential roles within our laboratories.

Ideal candidates will exhibit a strong commitment to delivering high-quality administrative assistance to our Investigators while nurturing a supportive and inviting laboratory atmosphere. Attention to detail and a passion for outstanding customer service are crucial for success in this position, which is best suited for proactive individuals who take initiative in their support approach.

Key Responsibilities:

  • Provide comprehensive administrative assistance to the HHMI Investigator.
  • Oversee calendar management and coordinate intricate scheduling, including meetings, conferences, and travel arrangements.
  • Arrange both domestic and international travel logistics, creating detailed itineraries.
  • Organize weekly lab meetings, special seminars, and team-building activities.
  • Assist with managing correspondence, developing presentations, and reviewing documents for accuracy.
  • Collaborate with researchers on visa and academic appointment matters.
  • Manage office supply orders and reconcile monthly expense reports.
  • Support lab personnel with onboarding processes and administrative appointments.
  • Coordinate the preparation of letters of recommendation.
  • Process and monitor reimbursements for the Investigator and lab members through various systems.
  • Maintain and update the laboratory's website.
  • Act as a liaison between the investigator and different administrative departments.
  • Handle phone inquiries and greet visitors professionally.

Required Qualifications:

  • A Bachelor’s degree or equivalent experience.
  • At least 5 years of high-level executive support experience.
  • Prior experience with complex travel arrangements is highly desirable.
  • Ability to prioritize tasks effectively in a dynamic laboratory environment.
  • Exceptional written, verbal, and interpersonal communication skills, demonstrating sound judgment and initiative.
  • Capacity to work independently and collaboratively, managing time efficiently.
  • A customer-focused mindset and dedication to HHMI's mission and lab objectives.
  • Strong digital proficiency, including expertise with both Mac and PC platforms, as well as Microsoft Office applications.

Physical Requirements:

This role involves remaining in a seated or standing position for extended periods, utilizing manual dexterity for tasks such as typing, and communicating effectively. The position requires mobility, including the ability to transport materials weighing several pounds.

Individuals with disabilities may perform essential duties with reasonable accommodations, which will be assessed on a case-by-case basis.

Compensation and Benefits:

HHMI offers competitive compensation, exceptional health benefits, retirement plans, and various recognition and wellness programs. For more information, please visit our website.

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