Administrative Coordinator - Boston Area

Howard Hughes Medical Institute•Boston, MA

8d•$71,940 - $90,000•Onsite

About The Position

HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists – even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference. We are always open to finding self-motivated and highly organized Administrative Coordinator candidates for potential opportunities within our labs in the greater Boston area. The best candidates will be passionate about providing top notch administrative support for our Investigators and helping to foster a warm and welcoming lab environment. A keen eye for details and desire to provide excellent customer service are vital for success, and this role is best fit for someone who is a self-starter and proactive in their support style. Applications are accepted on a rolling basis. You will be contacted by a member of our Recruitment team if your skills and experience appear to be a match when a role opens.

Requirements

B.A./B.S. or equivalent years of education and experience
Minimum of 5 years of high-level executive support
Ability to assess rolling tasks in a fast-paced lab and prioritize accordingly
Excellent written, verbal, and interpersonal communication skills and 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

Nice To Haves

Prior experience with sophisticated, detailed travel support a strong plus

Responsibilities

Provide administrative support for the HHMI Investigator
Manage the calendar and coordinate complex scheduling, including internal and external meetings, conferences, professional engagements, and travel for the Investigator
Coordinate domestic and international travel arrangements and prepare detailed travel itineraries
Organize weekly laboratory meetings, special seminars, and laboratory outings
Assist with correspondence management, presentation development, and be a resource for reviewing and proofreading documents from draft form
Work with researchers on visa and academic appointment issues
Order office supplies and reconcile monthly purchasing card expenses
Assist lab staff with onboarding requirements and HMS appointments
Coordinate letters of recommendation
Process and track reimbursements from multiple sources for Investigator, laboratory members and visiting scientists through multiple systems
Keep laboratory website updated
Serve as a liaison between investigator and various administrative offices
Handle phone calls, screen and greet visitors