Executive Administrative Specialist

2 weeks 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 through various initiatives, including basic biomedical research, educator empowerment, student inspiration, and media production. Our headquarters, located in the greater Washington, DC area, employs over 300 professionals with diverse expertise in investments, communications, digital production, and biomedical sciences. The work performed here enhances and supports the groundbreaking research conducted in HHMI laboratories nationwide.

We are actively seeking self-motivated and highly organized Administrative Coordinators for potential roles within our laboratories in the greater Boston area.

Ideal candidates will possess a strong passion for delivering exceptional administrative support to our Investigators while cultivating a welcoming laboratory atmosphere. Attention to detail and a commitment to outstanding customer service are essential for success in this role, which is best suited for proactive individuals who take initiative in their support approach.

Key Responsibilities:

  • Provide comprehensive administrative assistance to the HHMI Investigator.
  • Manage the Investigator's calendar and coordinate complex scheduling, including meetings, conferences, and travel arrangements.
  • Organize domestic and international travel logistics and prepare detailed itineraries.
  • Facilitate weekly laboratory meetings, special seminars, and team-building activities.
  • Assist with managing correspondence, developing presentations, and reviewing documents.
  • Collaborate with researchers on visa and academic appointment matters.
  • Order office supplies and reconcile monthly purchasing card transactions.
  • Support lab staff with onboarding processes and appointments.
  • Coordinate letters of recommendation.
  • Process and track reimbursements for the Investigator and laboratory members through various systems.
  • Maintain the laboratory website.
  • Act as a liaison between the Investigator and various administrative departments.
  • Handle phone inquiries and greet visitors professionally.

Required Qualifications:

  • Bachelor’s degree or equivalent experience.
  • At least 5 years of high-level executive support experience.
  • Previous experience in providing detailed travel support is highly desirable.
  • Ability to manage multiple tasks in a fast-paced laboratory environment and prioritize effectively.
  • Excellent written, verbal, and interpersonal communication skills, with sound judgment and initiative.
  • Capacity to work independently and collaboratively, manage time efficiently, and demonstrate initiative.
  • Strong customer service orientation and dedication to HHMI's mission and laboratory objectives.
  • Proficient in digital tools, including Microsoft Office applications and both Mac and PC platforms.

Physical Requirements:

This position requires remaining in a seated or standing position for extended periods, reaching and grasping with hands and arms, and dexterity to manipulate objects such as a keyboard. Communication skills using spoken language and the ability to see and hear within normal parameters are essential. The role also involves mobility, including the capacity to move materials weighing several pounds.

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

Compensation and Benefits:

HHMI offers competitive compensation and a comprehensive benefits package, including health benefits, retirement plans, and wellness programs. For more information, please visit our website.

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