Administrative Coordinator - Bhatia Lab

Howard Hughes Medical Institute•Cambridge, MA

1d•Onsite

About The Position

The lab is seeking an Administrative Coordinator to serve as a critical partner and primary administrative point of support for Dr. Sangeeta Bhatia. This role provides high-level administrative, operational, and coordination support, helping to ensure the smooth and efficient functioning of the lab. Working closely with Dr. Bhatia and diverse stakeholders, the Administrative Coordinator supports both day-to-day operations and strategic priorities, helps translate needs into action, and plays an essential role in enabling both the lab’s research mission, and our broader footprint of impact. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced academic research environment. This role offers an opportunity to have a meaningful impact while working closely with a collaborative and mission-driven team. The successful candidate will enable Dr. Bhatia to move fluidly between research leadership, teaching, advocacy, entrepreneurship, and governance without operational friction. If you are energized by supporting high-impact leadership and want to be part of a team that values dedication, intellectual rigor, and shared purpose, we encourage you to apply.

Requirements

A bachelor’s degree is required
Three or more years of progressively responsible administrative experience; experience in a research or academic environment is preferred
Strong organizational skills with the ability to adapt when priorities overlap or change rapidly
High attention to detail, sound judgment, and a proactive, solution-oriented approach to work
Commitment to attentiveness and ownership of tasks that anticipate needs, and to meeting deadlines with minimal supervision
Excellent written and verbal communication skills and the ability to interact professionally with a wide range of stakeholders
Ability to handle sensitive and confidential information with discretion
Proficiency with administrative tools and platforms such as Microsoft Office, Google Suite, and shared document systems
A strong service mindset, with flexibility and a proactive approach to supporting others
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).

Nice To Haves

experience in a research or academic environment is preferred

Responsibilities

Provide high-level administrative support to Dr. Bhatia, including calendar management, scheduling meetings, prioritizing requests, and coordinating internal and external communications
Triage high-volume email communications with discretion and judgment.
Serve as a primary point of contact for the lab, interfacing with departmental administrators, central offices, collaborators, and external partners
Support hiring and onboarding activities, including coordinating interviews, preparing onboarding materials, and assisting with personnel-related documentation
Coordinate travel arrangements, reimbursements, and event logistics for Dr. Bhatia, lab members, visitors, and collaborators
Maintain organized records, files, and documentation related to lab operations, personnel, and compliance
Updated and maintain comprehensive activity records (talks, honors, service, governance roles, conflicts of interest) for Dr. Bhatia
Coordinate submission of letters, nominations, and formal documentation
Track deadlines and ensure timely completion of deliverables
Provide planning and logistical support for lab meetings, retreats, events, outings, and celebrations, including scheduling, maintaining invitation and distribution lists, reserving rooms, arranging catering, preparing and distributing materials, coordinating AV support, and related tasks
Maintain team bios, photos, abstracts, and other lab-facing materials
Support special projects and initiatives as assigned to improve lab operations, efficiency, and communication