Administrative Coordinator -Washington Area

Howard Hughes Medical Institute (HHMI); Seattle (WA); On-site; USD 69,230 - 112,470; Full time

Benefits offered by this job

Competitive pay

Exceptional health benefits

Retirement plans

Time off and recognition programs

Job summary

Howard Hughes Medical Institute (HHMI) seeks a motivated Administrative Coordinator to provide high-level administrative support for our investigators in Seattle. The role includes managing calendars, coordinating travel, and ensuring a welcoming laboratory environment.

Applicants must have a Bachelor’s degree and at least 5 years of experience in executive support, along with strong communication skills and digital literacy. The position offers competitive compensation ranging from $69,230 to $112,470 depending on experience.

Qualifications

• Minimum of 5 years of high-level executive support required.
• Prior experience with sophisticated travel support is a strong plus.
• Ability to assess tasks in a fast-paced lab.

Responsibilities

• Provide administrative support for the HHMI Investigator.
• Manage calendar and coordinate complex scheduling.
• Organize weekly laboratory meetings and seminars.

Skills

High-level executive support

Sophisticated travel support

Excellent communication skills

Customer service approach

Strong digital literacy

Education

B.A./B.S. or equivalent years of education and experience

Tools

Microsoft Office applications

Job description

We are seeking a self‑motivated and highly organized Administrative Coordinator to provide top‑notch administrative support for our investigators and foster a warm, welcoming laboratory environment.

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 review and proofread 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 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 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.

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, Washington – $69,230.00 (minimum) – $86,600.00 (midpoint) – $112,470.00 (maximum)

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

We use E‑Verify to confirm the identity and employment eligibility of all new hires.