Administrative Coordinator

2 days ago


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

We are seeking a highly organized and self-motivated Administrative Coordinator to provide top-notch administrative support to our Investigators and foster a warm and welcoming lab environment.

Key Responsibilities
  • Provide administrative support to the HHMI Investigator, including managing calendars, coordinating complex scheduling, and preparing travel itineraries.
  • Coordinate domestic and international travel arrangements, including booking flights, hotels, and rental cars.
  • Organize weekly laboratory meetings, special seminars, and laboratory outings, ensuring seamless execution and excellent customer service.
  • Assist with correspondence management, presentation development, and proofreading documents from draft form.
  • Work with researchers on visa and academic appointment issues, providing expert guidance and support.
  • Order office supplies and reconcile monthly purchasing card expenses, ensuring accurate and timely financial management.
  • Assist lab staff with onboarding requirements and HMS appointments, ensuring a smooth transition for new team members.
  • Coordinate letters of recommendation, ensuring timely and professional communication.
  • Process and track reimbursements from multiple sources for the Investigator, laboratory members, and visiting scientists, utilizing multiple systems.
  • Keep laboratory website updated, ensuring accurate and current information.
  • Serve as a liaison between the investigator and various administrative offices, providing expert communication and support.
  • Handle phone calls, screen, and greet visitors, providing exceptional customer service and a warm welcome.
Requirements
  • B.A./B.S. or equivalent years of education and experience.
  • Minimum of 5 years of high-level executive support experience.
  • Prior experience with sophisticated, detailed travel support is a strong plus.
  • Ability to assess rolling tasks in a fast-paced lab and prioritize accordingly.
  • Excellent written, verbal, and interpersonal communication skills, with the ability to use good judgment in working independently, showing initiative, and responding to inquiries.
  • Ability to work both independently and as part of a team, manage time, and show initiative.
  • Customer service approach and dedication to HHMI's mission and the lab's goals.
  • Strong digital literacy, including demonstrated proficiency with Mac or PC, as well as Microsoft Office applications.
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.



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