Administrative Coordinator - Boston Area

Howard Hughes Medical Institute (HHMI); Boston (MA); On-site; USD 66,220 - 107,580; Full time

Benefits offered by this job

Competitive pay

Exceptional health benefits

Retirement plans

Time off

Recognition programs

Wellness programs

Job summary

An established industry player is seeking a proactive Administrative Coordinator to provide exceptional support to its Investigators in the vibrant Boston area. This role emphasizes the importance of excellent organizational skills and a keen attention to detail. As part of a dynamic team, you will manage complex scheduling, coordinate travel, and facilitate communication within the lab environment. This position offers a unique opportunity to contribute to groundbreaking research while fostering a welcoming atmosphere. If you are passionate about science and excel in administrative roles, this is the perfect opportunity to make a significant impact.

Qualifications

• 5+ years of high-level executive support experience required.
• Strong digital literacy and proficiency with Microsoft Office applications.

Responsibilities

• Provide administrative support for the HHMI Investigator.
• Manage complex scheduling and travel arrangements for the Investigator.
• Assist with correspondence management and document proofreading.

Skills

Executive Support

Communication Skills

Customer Service

Digital Literacy

Time Management

Organizational Skills

Education

B.A./B.S. or equivalent experience

Tools

Microsoft Office

Mac and PC proficiency

Job description

Administrative Coordinator - Boston Area

Administrative Coordinator - Boston Area

Apply locations: Boston Children's Hospital, Dana-Farber Cancer Institute, Inc, Massachusetts General Hospital, Brigham and Women's Hospital, Brandeis University

Time type: Full time

Posted on: Posted 2 Days Ago

Job requisition id: R-256

HHMI is focused on supporting and moving science forward in various ways, ranging from conducting basic biomedical research to empowering educators and inspiring students. 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 more. The work here supports and augments the groundbreaking research conducted in HHMI labs across the nation.

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 a 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.

Principal 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

Required Skills:

• B.A./B.S. or equivalent years of education and experience
• Minimum of 5 years of high-level executive support
• 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 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

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.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.

Compensation Range:

Administrative Coordinator – $66,220.00 (minimum) - $82,800.00 (midpoint) - $107,580.00 (maximum)

Pay Type: Annual

HHMI’s salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills, and abilities, as well as internal equity when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

Compensation and Benefits:

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.

HHMI is an Equal Opportunity Employer

Howard Hughes Medical Institute (HHMI) is an independent, ever-evolving philanthropy that supports basic biomedical scientists and educators with the potential for transformative impact. We make long-term investments in people, not just projects, because we believe in the power of individuals to make breakthroughs over time.

Why HHMI:

To move science forward we need a diverse collection of talents, expertise, and backgrounds in scientific research and science education, as well as communications, finance, human resources, information technology, investments, law, and operations.

At HHMI, we encourage collaborative and results-driven working styles and offer an adaptable environment where employees can do their best work.

What makes us strong is the diversity of our perspectives. We work to promote a culture of inclusion in our work environments and across the greater scientific community. To find more information about us and the steps we're taking to make HHMI a more inclusive organization, visit our About Us page.

A Note for Job Seekers:

Your best option for consideration in our career opportunities is to apply directly via our HHMI Careers site. There, you will learn more about HHMI and can find information about our available roles.

Contact us at [e-mail] if you require an accommodation related to completing the job application. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.

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